Anniversary party checklist

Plan your anniversary party in a clear order, from reserving the hall and sending invitations to setting up the buffet and welcoming guests. This checklist covers the details that are easy to leave too late: dietary requirements, allergens, chilled drinks, serving equipment and power for sound and lighting. Use the guest count to decide how many tables, chairs, plates and glasses you need. On the day, allow time to open the venue, arrange the reception table and check the room before anyone arrives.

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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

Draft invitations
2 people
Send invitations
2 people
Process registrations
Reserve the hall and grounds
Collect dietary requirements
Confirm registrations
Finalize the menu and allergens
2 people
Send the program to guests
Make a shopping list
2 people
Compile the music program
Prepare decorations
2 people
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Connect sound equipment
2 people
Check the lighting and power
2 people
Set out coffee and tea
2 people
Arrange the buffet and snacks
4 people
Set up the reception table
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Open the buffet
3 people
Maintain the buffet
3 people
Cut and serve the cake
3 people
Operate music and microphone
Empty trash bins
2 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Disconnect equipment
2 people
Dispose of waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Drinking glassesqty 100
Coffee cupsqty 70
Serving plattersqty 12
Serving spoonsqty 12

Decorations

Balloonsqty 100
Party buntingqty 8
Anniversary bannersqty 3
Tableclothsqty 11
Centerpiecesqty 11

Equipment

Speakersqty 2
Microphone
Coffee machinesqty 2
Hot water jugsqty 2
Coolersqty 4
Power stripsqty 4
Extension cordsqty 4

Lighting

String lightsqty 6

Cleaning

Broomsqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you finalize the menu. Confirm the final guest count before shopping or arranging seating.
Check the venue’s tables, chairs, buffet tables and coat racks several days beforehand. You need enough seating for every guest, plus clear space for the buffet, reception table and serving platters.
Chill drinks before guests arrive and prepare snacks in advance. Keep coolers ready, and place serving spoons, plates and glasses at the buffet rather than searching for them during the reception.
Test speakers, the microphone, string lights and all power strips and extension cords before setup is finished. A sound or lighting check is much easier before decorations and tables are in the way.
Set out coffee cups, coffee machines and hot water jugs only after the main buffet is arranged. Keep brooms, mops and buckets accessible so a spill or end-of-party cleanup does not delay closing the venue.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send invitations at least 6 to 8 weeks before the party. Set an RSVP deadline about 2 to 3 weeks before the event so you can confirm registrations, dietary requirements and the menu.
When should I finalize the anniversary party menu?: Finalize the menu and allergens 2 to 3 weeks before the party, after the RSVP deadline. Shop for groceries during the final week, then prepare snacks and chill drinks on the day before or the morning of the event.
How early should I arrive to set up an anniversary party?: Open the venue at least 3 hours before guests arrive. Use the first hour for tables and chairs, the second for decorations and buffet setup, and the final hour for sound, lighting, coffee and a complete room check.
How many glasses and plates do I need for an anniversary party?: Plan one dinner plate, one dessert plate and at least one drinking glass per guest, plus 10 to 15% extra. For a party of 40, that means 44 to 46 of each plate type and about 44 to 46 glasses.

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