Anniversary party checklist: what to arrange and when

A successful anniversary party depends on a clear sequence, not just a long shopping list. Start with the date, programme and venue, then confirm guests, dietary requirements and catering quantities before buying food and drinks. In the final week, check deliveries, equipment, decorations and tableware. The last two days are for fresh produce, cake pickup, chilling drinks and preparing food, so the event day stays manageable.

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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
Check permits
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final guest list
2 people
Calculate catering quantities
2 people
Put together the music
Test the speakers and microphone
2 people
Check the weather forecast
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Picking up the cake
Sort tableware
2 people
Check decorations
2 people
Prepare name badges
2 people
Print the run sheet
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare salads
3 people
Set out bread and toppings
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Hang decorations
3 people
Set up lighting
2 people
Connect the music
2 people
Set up the welcome desk
2 people
Set up the photo area
2 people
Check toilets
Place waste stations
2 people
Set up the catering buffet
4 people
Briefing for reception team
3 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Deliver the anniversary speech
2 people
Cut the cake
3 people
Serve cake
3 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Operate music and microphone
Guide the photo moment
2 people
Announce the final round
See off guests
3 people

Aftercare

Cover food and drinks
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
4 people
Remove decorations
3 people
Put furniture back
4 people
Return borrowed items
2 people
Store equipment
2 people
Collect lost property
Distribute leftover food
2 people
Hand over the venue
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
Tablecloth coversqty 8
Clothing rack

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 70
Beer glassesqty 70
Coffee spoonsqty 60
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving utensilsqty 12
Serving plattersqty 10
Serving trays with lidsqty 4
Cake plateqty 2
Cake serversqty 2
Carafesqty 8
Thermos flasksqty 4

Equipment

Coolersqty 4
Party speakersqty 2
Wireless microphone
Music player
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Measuring cupsqty 2
Ice packsqty 12
Aluminum foilqty 2
Cling filmqty 2
Paper towel holdersqty 3

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Anniversary banner
Table decorationsqty 10
Name badgesqty 70
Photo backdrop
Photo propsqty 20
Tapeqty 4
Ropeqty 2

Lighting

String lightsqty 6
LED lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries

Tips

Set the date, programme and venue before designing invitations. Check permits at the same time, because approval can affect the room layout, music or serving arrangements.
Close registrations before calculating catering quantities. Keep the final guest list and dietary requirements together, then use them to plan food, drinks, plates, glasses and seating.
Test the party speakers, wireless microphone, music player, extension cords and power strips at least 48 hours before the party. A sound check after guests arrive is too late to discover missing cables or power.
Complete the cold-storage plan one day ahead: fill the coolers, chill drinks and leave enough refrigerator space for salads and fresh produce. Pick up the cake on the planned day rather than leaving it until the event starts.
Print the run sheet and prepare name badges before guests arrive. Sort tableware, check decorations, set out serving platters and keep cake equipment together so the programme does not stall at dessert.

Frequently asked questions

How far in advance should I start planning an anniversary party?: Start at least 8 to 12 weeks ahead if you need a venue, invitations and catering. Use the final week for confirmations, the shopping check and equipment testing rather than major decisions.
When should I send anniversary party invitations?: Send invitations about 6 to 8 weeks before the party and set the registration deadline 10 to 14 days before it. That gives you time to confirm the guest list, dietary requirements and catering quantities.
How much food and drink do I need for an anniversary party?: Calculate quantities from the confirmed guest list, the programme and the length of the party. As a practical starting point, plan two to three drinks per person for the first hour, then about one drink per person per hour, and adjust for non-alcoholic options and meal timing.
What should I do the day before an anniversary party?: Check deliveries, the shopping list, decorations and tableware, then do the main shopping and chill the drinks. You can also prepare salads and snacks, print the run sheet, organise name badges and confirm cake pickup.

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.