Anniversary party checklist: what to arrange and when

An anniversary party runs smoothly when the big decisions are made early and the practical details are finished in the right order. Start with the date, programme and venue, then confirm catering, music and guest numbers. In the final week, turn dietary requirements into menu quantities, prepare signs and name badges, and check every item needed for serving, coffee and sound. On the day, allow time to inspect the room, fill coolers and set up 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
Reserve venue
Book catering
Reserve music and equipment
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Create the room layout
2 people
Determine menu and quantities
2 people
Make a shopping list
2 people
Prepare name badges
2 people
Create program and directional signs
2 people
Buy decorations
2 people
Do the shopping
3 people
Pick up drinks and chilled products
2 people
Check shelf-stable groceries
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Portion desserts
2 people
Fill coolers
2 people
Bring materials to the venue
4 people
Open venue
2 people
Check the space and sanitary facilities
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Connect sound equipment
2 people
Test the music
2 people
Hang lighting
3 people
Hang decorations
4 people
Lay out name badges
2 people
Set up drink points
3 people
Chill food and drinks
3 people
Lay out crockery and cutlery
2 people
Arrange snacks and buffet
4 people
Set up the registration table
2 people
Prepare opening speech and program

Event

Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Give the opening speech
Lead activity
3 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Provide music
2 people
Cut and serve cake
3 people
Announce the closing
See off guests
3 people

Aftercare

Clear away food and drinks
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Sort and remove waste
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Pack leftover food safely
2 people
Handle the deposit and keys

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 3

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Drinking glassesqty 160
Wine glassesqty 80
Coffee spoonsqty 90
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Serving spoonsqty 8
Serving tongsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving plattersqty 8
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice containersqty 3

Decorations

Balloonsqty 150
Balloon archqty 2
Buntingqty 12
Tableclothsqty 12
Napkin holdersqty 10
LED string lightsqty 8
Photo backdrop
Photo propsqty 20
Name badgesqty 100
Table numbersqty 10
Directional signsqty 8

Lighting

LED lampsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 6
Trash bagsqty 100
Litter pickersqty 2
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Give guests a clear reply deadline so you have reliable numbers for catering, seating and name badges.
Collect dietary requirements when guests register, not during the final shopping trip. Use the confirmed list to adjust menu quantities and label suitable dishes before setup.
Plan chilled food and drinks separately from shelf-stable groceries. Pick up chilled products close to the party, then fill the coolers only after you arrive at the venue.
Check the room layout against the equipment before the event day. Tables, chairs, buffet tables, coat racks, speakers, microphones, extension cords and power strips all need a practical position.
Arrive early enough to inspect the space and sanitary facilities before decorating. Keep time for directional signs, food warmers, coffee machines and serving utensils so setup does not run into guest arrival.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send invitations about 6 to 8 weeks before the party, with an RSVP deadline around 2 to 3 weeks before the date. That leaves time to confirm registrations, collect dietary requirements and order the right amount of food.
When should I finalise the anniversary party menu and quantities?: Finalise the menu and quantities 2 to 3 weeks before the event, once most registrations are in. Recheck the numbers a few days before the party before buying drinks, snacks and chilled products.
How early should I arrive at the venue on the party day?: Allow at least 3 hours before guests arrive for opening the venue, checking sanitary facilities, arranging tables and chairs, testing sound equipment and preparing the buffet. Add more time if catering or decorations need to be set up on site.
How many drinks should I plan per guest for an anniversary party?: For the first hour, plan roughly 2 to 3 drinks per person, then about 1 drink per person per hour. Increase the amount for a longer party or warm weather, and keep chilled drinks in coolers until serving.

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.