Anniversary garden party checklist

An anniversary garden party needs more than food and a few chairs. Use this checklist to work through guest numbers, dietary requirements, weather cover, furniture, music, speeches, food and drinks in the right order. The plan covers the details that are easy to leave until the last day, such as hiring a party tent, chilling drinks, testing the microphone and lighting the garden. Start with the guest list, then confirm the practical requirements before buying fresh food.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Check the weather forecast
Reserve a party tent
Reserve extra furniture
Compile the music playlist
Create program and speeches
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Mow and tidy the garden
2 people
Clean the toilets and entrances
Set up party tent
4 people
Set up tables and chairs
3 people
Set the tables
3 people
Hang decorations
2 people
Install lighting
2 people
Prepare snacks
4 people
Set out salads and bread
3 people
Set up the bar and drink table
2 people
Test music and microphone
2 people
Set up waste stations

Event

Staff the reception desk
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Set up buffet
3 people
Restock the buffet
3 people
Serve coffee and tea
2 people
Cut and serve cake
3 people
Check toilets periodically
Remove waste periodically
See guests off
2 people

Aftercare

Store food and drinks safely
2 people
Clear tables and chairs
3 people
Wash dishes and glasses
3 people
Sort and take out waste
2 people
Clean the garden and patio
3 people
Take down the party tent
4 people
Remove decorations
2 people
Empty and clean coolers
2 people
Gather borrowed items
Return borrowed items
Distribute leftover food
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Bar stoolsqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Drinking glassesqty 70
Wine glassesqty 60
Coffee cupsqty 55
Cutlery setsqty 60

Kitchen

Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 6
Aluminum foilqty 2
Cling filmqty 2

Decorations

Tableclothsqty 6
Runwaysqty 6
Balloonsqty 80
Buntingqty 8
Table decorationsqty 6
Balloon pumpqty 2
Adhesive stripsqty 2

Lighting

String lightsqty 4
Lanternsqty 8
Batteriesqty 24

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 3
Phone chargersqty 3

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broom
Dustpan and brushqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements before finalising the guest list. Use the final number to check chairs, plates, glasses, cutlery and serving dishes rather than estimating from the invitation count.
Check the weather forecast several days before the party and reserve a party tent early enough to allow for delivery and setup. A tent also needs space for tables, chairs, lighting and a clear entrance.
Do non-perishable shopping first, then buy fresh groceries close to the event. Chill drinks in advance and prepare coolers, ice and thermos flasks so the bar and coffee service do not depend on a single refrigerator.
Set up the garden in stages: mow and tidy first, then put up the tent, arrange tables and chairs, hang decorations and install string lights or lanterns. Leave enough time to clean the toilets and entrances before guests arrive.
Test the music and microphone before the party begins, especially if speeches are part of the programme. Put snacks, salads, bread and serving utensils out only when needed so the food stays fresh and the buffet does not become crowded.

Frequently asked questions

How far in advance should I send anniversary garden party invitations?: Send invitations about 6 to 8 weeks before the party. Ask guests to register by a fixed date, then use the responses to collect dietary requirements and create the final guest list.
When should I reserve a tent for an anniversary garden party?: Reserve the party tent as soon as you know the date and expected guest count, ideally at least 3 to 4 weeks ahead. Check the tent dimensions against the space needed for tables, chairs, buffet tables and entrances.
How many drinks should I buy for an anniversary garden party?: Allow around 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and non-alcoholic options, and chill the drinks before guests arrive rather than relying only on ice.
When should I set up the garden party tables and food?: Set up the tent, tables, chairs, decorations and lighting several hours before guests arrive. Put out salads, bread and other fresh food close to serving time, while non-perishable items and tableware can be arranged earlier.

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