Anniversary party checklist

An anniversary party runs more smoothly when decisions are made in the right order. Start with the date and venue, then confirm catering, invitations and guest details before planning the room and programme. In the final week, check dietary requirements, speeches, the memorial presentation and the shopping list. On the day, allow time to collect drinks and ice, bring materials to the venue, and set up tables, chairs and buffet tables 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

Reserve party venue
Set the party date
Finalize catering arrangements
Compile the music program
Design invitations
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Send reminder to guests
Create final guest list
Determine the table layout
Print Menu
Prepare name badges
2 people
Create memorial presentation
2 people
Create a music playlist
Collect speeches
Check the shopping list
2 people
Do the shopping
3 people
Collect drinks and ice
2 people
Collect fresh produce
2 people
Bring materials to the venue
3 people
Check venue and toilets
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
2 people
Hang decorations
3 people
Build the photo wall
2 people
Hang lighting
2 people
Connect the sound system
2 people
Test presentation
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set out tableware
2 people
Prepare snacks
3 people
Prepare salads and bread
3 people
Prepare hot dishes
3 people
Mark allergens separately
Set up the buffet
3 people
Set up the cloakroom
Set up reception desk
2 people
Briefing for reception team
3 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Manage the cloakroom
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Open the buffet
2 people
Restock the buffet
3 people
Restock plates and cutlery
2 people
Cut the cake
2 people
Serve pastries
3 people
Guide speeches
2 people
Play the presentation
Provide music
Guide the photo moment
2 people
Serve the last round
2 people
Issue the cloakroom
2 people
See off guests
3 people

Aftercare

Chill leftovers safely
2 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Empty the coolers
2 people
Return materials
3 people
Return borrowed items
2 people
Distribute leftover groceries
2 people
Archive invoices and receipts

What to bring

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

Furniture

Buffet tablesqty 4
Beer tablesqty 8
Chairsqty 70
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 80
Waste binsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 80
Coffee spoonsqty 70
Dinner knivesqty 80
Dinner forksqty 80
Serving spoonsqty 12
Serving tongsqty 8

Decorations

Tableclothsqty 12
Napkin holdersqty 12
Balloon archesqty 2
Balloonsqty 150
Buntingqty 8
Table decorationsqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 80
Badge holdersqty 80
Menusqty 12
Welcome sign

Equipment

Active speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice spoonsqty 4
Rechargeable batteriesqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Thermos flasksqty 4
Food warmersqty 6
Aluminum foilqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Tealight holdersqty 12

Catering

Groceries

Tips

Set the date and reserve the venue before designing invitations. Check the toilets, access and available furniture early, because changing the room layout later can affect buffet tables, chairs, high tables and coat storage.
Send invitations only after the catering plan is clear enough to collect dietary requirements. Keep a single record of replies, allergies and other requests, then use it to produce the final guest list.
Plan the programme before the party week. Finish the music programme, playlist, speeches and memorial presentation early, and leave enough time to test the presentation and confirm who is speaking.
Count tableware against the final guest list rather than estimating from the room size. Include dinner and dessert plates, cups, glasses, cutlery, serving utensils, napkins and menu cards for the way food and drinks will actually be served.
Do the main shopping before the last day, but collect fresh produce, drinks and ice close to the event. Bring decorations, name badges, tablecloths, signage and presentation materials together so nothing is left at home during venue setup.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send invitations about 6 to 8 weeks before the party. Set an RSVP deadline around 2 to 3 weeks before the event so you can confirm catering, seating and dietary requirements.
When should I finalise the guest list for an anniversary party?: Close registrations 2 to 3 weeks before the party, then create the definitive guest list. Recheck numbers with the caterer and adjust the table layout after the deadline.
How early should I set up an anniversary party venue?: Allow at least 3 hours for setup when the plan includes tables, chairs, buffet tables, decorations, name badges and a presentation. Add more time if furniture or materials must be brought in from elsewhere.
When should I buy drinks and ice for an anniversary party?: Buy shelf-stable drinks during the main shopping trip, usually 2 to 3 days before the party. Collect ice and chilled drinks on the day, ideally 1 to 2 hours before guests arrive.

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.