Anniversary lunch checklist

An anniversary lunch needs more than a guest list and a menu. You’ll need to confirm attendance and dietary requirements, coordinate catering, prepare food, and make sure the room works for both the meal and the speeches. Start with the decisions that affect suppliers and seating, then leave shopping, chilling drinks and food preparation until the final days. This checklist covers the practical details that are easy to overlook, from name badges and serving utensils to extension cords and coffee equipment.

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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
Confirm final number
Confirm venue and times
Finalize menu and diet list
2 people
Order catering supplies
Choose decorations
Assemble the music playlist
Prepare speech
Arrange the table layout
Make name badges
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Check tableware
Test equipment
Prepare bread and pastries
2 people
Prepare soup
2 people
Prepare salads
2 people
Set out sandwiches and spreads
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
3 people
Hang decorations
2 people
Set up the buffet
3 people
Prepare coffee and tea
2 people
Set up the reception desk
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Open the lunch buffet
2 people
Serve lunch
4 people
Refill buffet
2 people
Refill drinks
2 people
Cut the cake
2 people
Serve coffee and tea
2 people
Give a speech
Provide music
Pack leftovers safely
2 people
Collect waste
2 people

Aftercare

Clear away dishes
3 people
Take down tables and chairs
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
2 people
Remove decorations
2 people
Take waste to the bins
2 people
Return borrowed items
2 people
Store leftover items

What to bring

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

Furniture

Buffet tablesqty 3
Dining tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 50
Forksqty 50
Knivesqty 50
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Serving tongsqty 6
Soup bowls for buffetqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot boxesqty 4
Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Balloonsqty 40
Balloon arch
Table decorationsqty 6
Name badgesqty 45
Anniversary number decoration
Vasesqty 6

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning spongesqty 6
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements before finalising the menu or ordering catering supplies. A reliable number at least 7 days before lunch gives you time to adjust portions and the diet list.
Plan the room around the buffet and dining tables, not just the chairs. Leave a clear route to the food, and check that tablecloths, plates, bowls, glasses, cutlery and serving spoons are available for the full guest count.
Do non-perishable shopping several days ahead, but buy fresh groceries closer to the lunch. Prepare soup, salads, bread and pastries in stages so the final morning is not overloaded.
Test the coffee machines, kettles, Bluetooth speaker and any hot boxes or coolers before guests arrive. Check extension cords and power strips as well, because equipment often ends up farther from an outlet than expected.
Prepare the speech, playlist and name badges before the event day. Put out name badges early and keep the music low enough that guests can talk and the speech can be heard.

Frequently asked questions

How far in advance should I send anniversary lunch invitations?: Send invitations 6 to 8 weeks before the lunch, especially if guests are travelling. Set the RSVP deadline about 3 weeks before the event so you can collect dietary requirements and confirm the final number.
When should I confirm the final guest count for an anniversary lunch?: Confirm the final number 7 days before the lunch, or earlier if the caterer has a stricter deadline. Use that figure for seating, food quantities, name badges and tableware.
What should I prepare the day before an anniversary lunch?: Complete non-perishable shopping, chill drinks, check tableware and test the equipment the day before. You can also prepare salads and set out the room plan, while leaving delicate fresh items and final buffet assembly for the event day.
How much tableware do I need for an anniversary lunch?: Plan one dinner plate, dessert plate, soup bowl, coffee cup, water glass, wine glass, fork, knife and coffee spoon per guest, plus at least 10% spare. Provide serving spoons and tongs for every buffet dish rather than sharing one utensil between dishes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.