Anniversary party checklist: what to arrange and when

An anniversary party needs more than a guest list and a cake. You need a clear order for invitations, registrations, catering, the programme, presentations and speeches, followed by practical checks at the venue. This checklist covers the planning work and the equipment, tableware and furniture that are easy to overlook. Use it to keep deadlines visible and avoid leaving fresh food, chilled drinks or technical setup until the last minute.

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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
2 people
Design invitations
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Finalize the program
2 people
Confirm speakers and performances
Order catering
2 people
Order cake
Create a music selection
Compile the presentation
2 people
Collect photos for presentation
2 people
Coordinate speeches
2 people
Arrange the table layout
Make name badges
2 people
Send directions
Check the weather forecast
Do the shopping
3 people
Collect fresh produce
2 people
Picking up the cake
Check the venue
2 people
Empty the refrigerators
2 people
Chill drinks
3 people
Sort decorations
2 people
Test the equipment
2 people
Test presentation
2 people
Prepare snacks
4 people
Prepare salads
3 people
Prepare buffet dishes
4 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet
4 people
Set up the drink station
2 people
Set out tableware
2 people
Place name tags
2 people
Hang decorations
3 people
Set up the photo booth
2 people
Set up sound system
2 people
Connect presentation screen
2 people
Check the lighting
2 people
Check toilets
Set up the reception table
2 people
Give catering briefing
2 people
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide guests to the program
Deliver the welcome speech
Play the presentation
Guide speeches
Open the buffet
2 people
Serve buffet dishes
4 people
Refill buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Cut the anniversary cake
2 people
Serve cake
3 people
Provide music
Supervise the photo corner
Serve coffee and tea
2 people
Announce the final round
See off guests
3 people

Aftercare

Cover food and drinks
3 people
Collect waste
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle the technical setup
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Distribute leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people
Take out the trash
2 people
Collect lost and found items
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 10
Carafesqty 8
Cake knifeqty 2
Cake forksqty 75

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Sound system
Microphonesqty 2
Laptopsqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Serving tongsqty 8
Aluminum foilqty 2

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 8
Napkin ringsqty 70
Name badgesqty 75
Photo backdrop
Photo propsqty 20
Flower arrangementsqty 6
Candlesqty 24

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Send invitations early enough to allow time for registrations, then confirm the final guest count before placing catering and cake orders. Collect dietary requirements with the registration rather than chasing them during the final week.
Set the programme before preparing the presentation and coordinating speeches. Ask speakers for their timing in advance, and test the laptop, projector, projection screen, sound system and microphones before guests arrive.
Plan the room around the programme, not just the meal. Leave clear space for the presentation, speeches and movement between tables, buffet tables, coat racks and high tables.
Check the venue and its power supply before delivery day. Count extension cords and power strips, and confirm where coffee machines, kettles, coolers and the sound equipment can be connected safely.
Leave fresh produce, cake pickup, drink chilling and final decoration sorting for the correct day. Empty the refrigerators before shopping, and allow enough cooling time instead of relying on drinks to chill during the party.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send them at least 6 to 8 weeks before the party. Set the registration deadline about 2 weeks before the event so you can confirm numbers, dietary requirements, catering and seating.
When should I order the anniversary party cake and catering?: Place both orders after the registration deadline, usually 2 to 3 weeks before the party. Confirm the final guest count, dietary needs and delivery or pickup time in writing.
How early should I set up the anniversary party venue?: Allow at least 3 hours for setup if you need tables, chairs, buffet areas, decorations, tableware and technical equipment. Test the presentation and microphones before the first guests arrive, not during the programme.
How many drinks should I prepare for an anniversary party?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add water and allow extra time for chilling drinks if the refrigerators cannot hold the full quantity.

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.