Anniversary Party Checklist

A successful anniversary party depends on decisions being made in the right order. Confirm the date and venue first, then build the guest list, collect dietary requirements and use the final guest count to calculate food and drinks. In the last week, check deliveries, finish the playlist and print the run sheet. On the day, allow time to ventilate the room, arrange tables and chairs, set up the buffet and bar, and chill the drinks 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
Confirm venue booking
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the final number of guests
Calculate catering quantities
2 people
Compile the music playlist
Plan program and speeches
2 people
Assign presenter
Plan photo and video moments
2 people
Check deliveries
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare desserts
2 people
Write name tags
2 people
Print the run sheet
Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set up the bar
2 people
Hang decorations
3 people
Build the photo wall
2 people
Test sound system
2 people
Test lighting and mood lighting
2 people
Set out dishes and glasses
2 people
Arrange snacks on platters
3 people
Set up the reception desk
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Guide guests to their seats
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Announce Speech
Take photos and videos
2 people
Cut the birthday cake
2 people
Serve coffee and tea
3 people
Provide music
Announce the final round
See off guests
2 people

Aftercare

Pack leftover food
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Clean the venue
4 people
Collect lost and found items
2 people
Return rental items
2 people
Empty coolers
2 people
Distribute leftover food
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Bar stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Cake platesqty 60
Drinking glassesqty 80
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 6
Coolersqty 4

Equipment

Bluetooth speakersqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4

Decorations

Balloon archesqty 2
Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Name badgesqty 60
Photo backdrop
Photo wall stand
Number decorationsqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the party. Use the final guest number for catering quantities, seating, name badges and the number of plates, glasses and cutlery sets needed.
Finish the programme, speeches and presenter at least 7 days ahead. Put speaking times and photo or video moments on the run sheet so they do not get lost between courses and conversations.
Check deliveries and complete the shopping 2 to 3 days before the event. Chill drinks the day before, and confirm that coolers, serving platters, coffee machines, kettles and thermos flasks are ready.
Prepare food in stages rather than leaving everything for the event day. Prepare snacks and desserts in advance where possible, then leave only final cutting, plating and buffet setup for the day itself.
Allow at least 2 hours for room setup before guests arrive. Open and ventilate the venue first, then place tables and chairs, set up the buffet and bar, connect speakers and the microphone, and add lighting and decorations last.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send invitations 6 to 8 weeks before the party, especially if guests may need to travel. Set the RSVP deadline for about 10 days before the event so you can confirm catering and seating.
How much food and drink do I need for an anniversary party?: Use the final guest count to calculate quantities, including dietary meals. As a starting point, plan 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour, with extra non-alcoholic options.
When should I prepare the anniversary party playlist and speeches?: Complete the playlist, programme and speech order at least 7 days before the party. Test the Bluetooth speakers and wireless microphone during setup, ideally 2 hours before guests arrive.
How long does it take to set up an anniversary party venue?: Allow at least 2 hours for a small to medium-sized party, and longer if you are adding a buffet, bar, photo backdrop, string lights or balloon decorations. Build in another 30 minutes for last-minute checks.

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.