Anniversary Friends Day Checklist

Use this checklist to organise an anniversary friends day without leaving the practical details until the last minute. Start by confirming the date and location, then build the guest list and track dietary requirements before buying food or arranging seating. The final guest count affects everything from plates and glasses to drinks, buffet space and outdoor games. On the day itself, allow time for tents, tables, lighting, music and the reception desk before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Make a shopping list
2 people
Compile the game schedule
2 people
Create a music playlist
Check supplies
2 people
Pick up borrowed items
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare vegetables and fruit
2 people
Prepare decorations
Check the garden and space
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Connect lighting
2 people
Hang decorations
2 people
Set up buffet tables
3 people
Prepare snacks and salads
3 people
Set up the drinks table
2 people
Test the music
Set up the reception desk

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Facilitating games
2 people
Open the buffet
2 people
Restock the buffet
2 people
Refill drinks
2 people
Cut and serve cake
2 people
Operate music and lighting
Collect waste along the way
2 people

Aftercare

Clear the buffet and drinks table
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Take out the trash
2 people
Clean the venue
3 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Return borrowed items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Tableclothsqty 6
High tablesqty 3

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Soup ladlesqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cake Knife and Cake Server

Equipment

Coolersqty 4
Portable speaker
Extension cordsqty 3

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Balloonsqty 50
Buntingqty 4
Photo collage holdersqty 3

Sports equipment

Outdoor gamesqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Dish brushesqty 3

Catering

Groceries

Tips

Set a clear RSVP deadline at least 10 days before the anniversary friends day. Use the final response list to confirm guest numbers, dietary requirements and how many chairs, plates and glasses you need.
Plan food and drinks from the final guest count, not from the invitation list. Chill drinks several hours before arrival, and prepare vegetables, fruit, snacks and salads early enough to avoid using the buffet area as a kitchen.
Create the game schedule and music playlist before setup day. Keep the schedule visible at the reception desk, and test the portable speaker, extension cords and lighting before guests arrive.
Check the garden and available space before collecting borrowed items. Party tents, tables, chairs and high tables need enough room for safe movement, while string lights and LED lamps may require a separate power route.
Set up the drinks table and buffet tables before decorating. Put serving platters, tongs, plates, glasses and cutlery in their intended positions, then keep buckets and mops available for quick spills and wet-weather cleanup.

Frequently asked questions

How far in advance should I send anniversary friends day invitations?: Send invitations around 4 to 6 weeks before the event and set the RSVP deadline 10 to 14 days beforehand. That gives you time to process registrations, collect dietary requirements and confirm the final number of guests.
When should I buy food and drinks for an anniversary friends day?: Do the main shopping 1 to 2 days before the event, based on the confirmed guest count. Chill drinks on the day before where possible, and prepare fruit, vegetables, snacks and salads in stages rather than leaving everything for the final hour.
How early should I start setting up the anniversary friends day?: Allow at least 3 to 4 hours for setup if you are using party tents, tables, chairs, lighting, decorations, buffet tables and a reception desk. Add extra time if borrowed items still need to be collected or the garden needs cleaning.
How many glasses and plates do I need per guest?: Plan at least 2 glasses per guest for a short event and 3 if drinks will be served over several hours. Provide one dinner plate and one dessert plate per person, plus a small reserve of about 10% for breakages, dropped items or extra guests.

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