Anniversary Partner Day planning checklist

Plan the Anniversary Partner Day in stages, starting with the date, programme and guest list before moving on to invitations and registrations. Dietary requirements, transport and name badges need early attention, while catering, presentations and equipment should be confirmed before the final week. On the day itself, allow time for deliveries, room checks, shopping, chilled drinks and a tested presentation setup. The checklist below keeps those details in the right order.

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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
Compile the guest list
2 people
Design invitations
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Map out transport needs
Make name badges
2 people
Print program and route maps
Collect presentations
Assemble the music playlist
Confirm reservations
Place catering order
Check the shopping list
2 people
Inventory materials
2 people
Test the equipment
2 people
Print the run sheet
Sort name tags
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Receive deliveries
2 people
Ventilate the rooms
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up buffet tables
3 people
Set out tableware
2 people
Set up coffee station
2 people
Set up the drinks buffet
2 people
Hang up decorations
3 people
Build the photo wall
2 people
Connect lighting
2 people
Connect the sound system
2 people
Set up presentations
Test microphones
2 people
Arrange snacks on platters
3 people
Give staff briefing
2 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve aperitifs
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Cut the cake
2 people
Announce the opening
Deliver the anniversary speech
Facilitate presentations
2 people
Take group photo
2 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Serve dessert
2 people
Provide music
Clear the dance floor
2 people
Serve late-night snacks
2 people
See guests off
2 people
Remove waste regularly
2 people

Aftercare

Collect tableware
3 people
Chill buffet leftovers safely
2 people
Clear away drinks
2 people
Remove decorations
3 people
Put furniture back
4 people
Wash dishes
3 people
Switch off equipment
2 people
Clean the venue
4 people
Check refrigerated products
Dispose of waste separately
2 people
Store materials clean and dry
2 people
Return borrowed items
2 people
Store leftover groceries
Send thank-you message
Share photos with guests

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
Bar stoolsqty 6
Tableclothsqty 12
Clothing rack
Waste binsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Champagne glassesqty 80
Cutlery setsqty 80
Serving plattersqty 20

Decorations

Name badgesqty 70
Table numbersqty 10
Balloonsqty 60
Buntingqty 8
Flower arrangementsqty 10
Photo backdrop
Welcome sign
Candlesqty 30

Equipment

Speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Camera

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Thermos flasksqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Spongesqty 6
Microfiber clothsqty 12
Trash bag holdersqty 6
Toilet brushesqty 2

Lighting

String lightsqty 6
LED spotlightsqty 4
Table lampsqty 10
Night lightsqty 2

Catering

Groceries

Tips

Set the date and programme before designing invitations. Give guests a clear schedule and route information, then allow at least 7 days before the event to process registrations and confirm attendance.
Collect dietary requirements when guests register, not when the catering order is placed. Send the final numbers and meal information to the caterer at least 5 working days before the event.
Test the speakers, wireless microphones, mixer, laptop, projector and screen at the venue at least 24 hours beforehand. Run through every presentation with the actual laptop and connection you will use.
Prepare name badges, table numbers, the welcome sign, programme and route maps before event day. Sort the name tags alphabetically so registration does not become a queue-building task.
Schedule shopping, deliveries, room ventilation and drink chilling as separate jobs. Chill drinks several hours before guests arrive and check that serving platters, glasses, plates and cutlery are ready before catering is delivered.

Frequently asked questions

How far in advance should I send Anniversary Partner Day invitations?: Send invitations around 4 to 6 weeks before the event, with a clear registration deadline. Confirm the final guest list and dietary requirements at least 5 working days before catering is due.
When should I confirm Anniversary Partner Day registrations?: Review registrations weekly and send a confirmation within 2 working days of each response. Close registration 7 to 10 days before the event so you can prepare name badges, transport information and catering numbers.
When should I test the equipment for an Anniversary Partner Day?: Test the speakers, microphones, mixer, laptop, projector and screen at least 24 hours before the event. Allow another 30 minutes on the day for a final sound and presentation check.
How early should I prepare the venue for Anniversary Partner Day?: Start room setup, ventilation and delivery checks at least 2 hours before guests arrive. Finish registration materials and chill drinks before the final 30 minutes, when staff should be ready to welcome guests.

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