Anniversary open day checklist

An anniversary open day needs more than invitations and refreshments. This checklist takes you from choosing the date and opening registration to welcoming guests, serving food and closing the venue. It includes the details that are easy to overlook, such as dietary requirements, presentation materials, route signs, chilled drinks and a clear volunteer run sheet. Work through the plan in order so suppliers, catering and site setup are ready 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

Set the date and program
2 people
Define target audience
2 people
Design invitations
2 people
Send invitations
2 people
Open online registration form
Process registrations
Collect dietary requirements
Publish the program
Reserve suppliers
Place catering order
Put together the music
Collect presentations
Assign volunteers
2 people
Hand out the run sheet
Check the weather forecast
Do the shopping
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make route signs
Print presentation materials
Open venue
2 people
Inspect the grounds
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up buffet tables
2 people
Set up registration desk
2 people
Hang decorations
3 people
Hang string lights
2 people
Connect sound equipment
2 people
Test presentations
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Prepare name stickers
Brief volunteers
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Hand out name stickers
2 people
Explain the program
Guide tours
3 people
Supervise activities
4 people
Give the historical presentation
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Maintain the buffet
2 people
Check dietary requirements
Take photos
Host the guestbook
Provide music
Give anniversary speech
Cut the cake
2 people
Serve cake
3 people
Empty trash bins
2 people
Check toilets
Wave goodbye to visitors
3 people

Aftercare

Chill leftover food
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Sort waste
3 people
Clean the venue
4 people
Walk the grounds
2 people
Store materials
3 people
Return rental items
2 people
Distribute leftover food
2 people
Secure guestbook and photos
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Party tentsqty 2
Coat racksqty 2
Waste binsqty 8

Tableware

Dinner platesqty 80
Pastry platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 100
Pastry forksqty 100
Serving utensilsqty 12

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 4
Chef's knifeqty 3
Small bowlsqty 16
Serving plattersqty 12
Serving platters for cakeqty 4
Cake knifeqty 2

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Speakersqty 2
Mixer
Microphoneqty 2
Laptopsqty 2
Monitor screen
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 6
Power banksqty 4

Lighting

String lightsqty 6
LED lanternsqty 8

Decorations

Balloonsqty 150
Balloon archqty 2
Anniversary bannersqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Guest book
Photo framesqty 12
Clothespinsqty 50
Directional signsqty 12
Name stickersqty 100
Markersqty 12
Pensqty 20

Cleaning

Broomsqty 3
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, audience and programme before designing invitations. Open online registration early enough to process replies and collect dietary requirements before placing the catering order.
Assign volunteers to specific jobs and hand out the run sheet before the event day. Include arrival times, registration cover, presentation support, refreshment duties and who checks the grounds.
Plan the refreshment area around the menu, not just the number of guests. Check that you have separate plates and forks for cake, serving utensils, coffee equipment, water glasses and enough cooling space for drinks.
Complete the site and equipment check before setup begins. Confirm that tables, chairs, buffet tables, registration furniture, coat racks, waste bins, party tents, speakers and presentation materials are in place.
Use the final 24 hours for perishable items and weather-dependent tasks. Collect fresh produce, chill drinks, prepare snacks, check the forecast, print route signs and make sure the venue opening team knows when to arrive.

Frequently asked questions

How far in advance should I send anniversary open day invitations?: Send invitations at least 4 to 6 weeks before the open day. Keep registration open for around 2 weeks, then allow several days to process replies, confirm dietary requirements and adjust the catering order.
When should I order catering for an anniversary open day?: Place the catering order once registration has closed and dietary requirements have been checked, usually 7 to 10 days before the event. Confirm the final headcount and delivery time again 2 to 3 days beforehand.
What should I prepare the day before an anniversary open day?: Print presentation materials and route signs, prepare snacks where possible, chill drinks, check the weather forecast and organise the run sheet. Leave fresh produce and other short-life items until the final 24 hours.
How early should volunteers arrive for an anniversary open day?: Give the setup team at least 2 hours before guests arrive. They need time to inspect the grounds, open the venue, arrange tables and chairs, build party tents, set up registration and test the speakers.

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.