Anniversary party checklist

Planning an anniversary party involves more than choosing a date and ordering a cake. You need time to collect dietary requirements, photos and anniversary materials, brief speakers, and fit the programme around food and speeches. This checklist takes you from the first guest-list decisions to chilled drinks, tested equipment and a ready cake on the day. Use it to keep the practical details moving without leaving printing, tableware or last-minute shopping until the final hours.

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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 guest list
2 people
Determine venue and room layout
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program and schedule
2 people
Select music and speeches
2 people
Collect photos and anniversary materials
2 people
Brief speakers and the honoree
2 people
Make reservations
Place catering order
2 people
Order thank-you gifts
Make name badges
2 people
Print menus
Print the run sheet
Check the guest list
2 people
Check final dietary requirements
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Picking up the cake
Chill drinks
2 people
Prepare snacks
4 people
Check dishes and glassware
2 people
Test equipment
2 people
Set up chairs and tables
4 people
Set up buffet tables
3 people
Set up the cloakroom
2 people
Set up welcome desk
2 people
Build the photo wall
3 people
Hang decorations
4 people
Set up lighting
2 people
Set up sound system
2 people
Test the music playlist
2 people
Set out buffet dishes
4 people
Arrange snacks on platters
3 people
Prepare coffee and tea
2 people
Set out name badges
2 people
Check toilets
2 people
Brief the welcome team
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Take coats
2 people
Serve snacks
3 people
Guide guests to their seats
2 people
Announce the welcome speech
Guide speeches
2 people
Display photos
2 people
Open the buffet
2 people
Serve the buffet
5 people
Refill drinks
3 people
Restock buffet dishes
3 people
Collect used dishes
3 people
Cut the cake
2 people
Serve cake
3 people
Hand out thank-you gifts
2 people
Coordinate music and dancing
2 people
Announce the final round
See off guests
3 people

Aftercare

Store drinks safely
2 people
Store food chilled
3 people
Collect waste
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Tear down audio equipment
2 people
Clean the venue
4 people
Empty coolers
2 people
Distribute leftover food
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive photos and documents
Send thank-you messages
2 people

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 85
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 90
Waste binsqty 6

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutlery setsqty 90
Serving plattersqty 16
Serving spoonsqty 12
Cake forksqty 90
Cake knifeqty 2

Decorations

Tableclothsqty 12
Napkin holdersqty 10
Balloonsqty 120
Balloon pumpsqty 3
Buntingqty 12
Table decorationsqty 12
Photo backdrop
Photo wall standsqty 2
Name badgesqty 90
Menusqty 12
Gift table sign

Equipment

Bluetooth speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 3
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Chafing dishesqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Ice cube traysqty 4

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the date, venue and guest list before designing invitations. Allow at least 6–8 weeks for replies, then leave time to process registrations and follow up with guests who have not answered.
Build the programme around the meal and speeches, not the other way around. Brief speakers and the person being honoured at least 7 days beforehand, and print the run sheet before the final week.
Collect dietary requirements with the RSVP and check them again 3–5 days before the party. Keep the final list with the catering order and label menus or buffet dishes clearly.
Count tableware by service: dinner plates, dessert plates, glasses, cups and cutlery must cover every guest plus a small buffer. Check serving platters, serving spoons, cake forks and the cake knife before setting the tables.
Finish the fresh-food shopping close to the event, but prepare the room earlier. Arrange chairs, tables, coat racks, waste bins and decorations in advance; chill drinks and collect the cake on the day according to the schedule.

Frequently asked questions

How far in advance should I plan an anniversary party?: Start about 8–12 weeks before the party if you are inviting a larger group or arranging catering. Set the date and venue first, send invitations at least 6 weeks ahead, and confirm dietary requirements 3–5 days before the event.
When should I send anniversary party invitations?: Send them around 6–8 weeks before the party. Set an RSVP deadline roughly 3 weeks before the date so you have time to finalise catering, name badges, menus and the seating or room layout.
How much food and drink should I plan for an anniversary party?: For the first hour, allow about 2–3 drinks per guest, then roughly 1 drink per person per hour, with water available throughout. Base catering quantities on confirmed guests and check the final dietary list 3–5 days before ordering or shopping.
What should I do the day before an anniversary party?: Print the menus and run sheet, check the guest list, prepare snacks where possible, and verify dishes, glassware and equipment. Leave fresh produce, chilled drinks and cake collection for the final preparation window so they remain fresh.

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.