Anniversary Performance Checklist

An anniversary performance needs more than a confirmed date and a stage. You have to coordinate the venue, permits, artists, guest registrations, catering, music rights and technical rehearsal in the right order. This checklist covers the full run-up, from setting the programme to chilling drinks and checking the equipment. Start with the venue and performance requirements, then work towards guest information, supplies and the final stage setup.

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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 the performance permit
Confirm the artists and speakers
2 people
Design invitation
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parking information
Have the program printed
Book catering
Plan the technical rehearsal
2 people
Check music rights
Print the run sheet
2 people
Prepare name badges
2 people
Check the guest list
Send reminder to guests
Check the shopping list
2 people
Do the shopping
3 people
Collect pastries and snacks
2 people
Chill drinks
2 people
Sort decorations
2 people
Test the equipment
2 people
Set up the stage
4 people
Hang the backdrop
3 people
Set up chairs
4 people
Set up tables
3 people
Hang decorations
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Lay out the programs
2 people
Lay out name badges
2 people
Set up the cloakroom
2 people
Prepare the changing rooms
2 people
Cool catering
2 people
Walk through with staff
6 people

Event

Welcome performers
2 people
Staff the cloakroom
2 people
Welcome guests
4 people
Hand out programs
2 people
Serve coffee and tea
3 people
Open the doors
2 people
Assist the performance
4 people
Carry out stage changes
4 people
Operate lighting and sound
2 people
Refill drinks
2 people
Set up the break buffet
3 people
Serve break drinks
4 people
Escort guests back to the hall
2 people
Guide the second part
4 people
Guide the photo moment
2 people
Restock the reception buffet
3 people
Serve at reception
5 people
Refill drinks during the reception
3 people
Lead the closing remarks
2 people
See guests out
3 people
Handle the cloakroom
2 people

Aftercare

Clean up catering
4 people
Collect tableware
3 people
Collect waste
3 people
Switch off equipment
2 people
Take down the decorations
3 people
Tear down stage
4 people
Put chairs and tables back
4 people
Wash dishes
3 people
Clean the room
3 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 12
Buffet tablesqty 6
Foldable tablesqty 4
Coat racksqty 3
Changing room chairsqty 12
Waste binsqty 8

Equipment

Stage sectionsqty 12
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Music player
Spotlightsqty 6
Candle lampsqty 4
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Laptop
Presentation screen
Projector
Projector screen

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Champagne glassesqty 100
Coffee spoonsqty 100
Cutlery setsqty 120
Serving plattersqty 18
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10
Thermos flasksqty 6
Ice cube traysqty 4

Decorations

Backdrop
Anniversary bannerqty 2
Balloonsqty 150
Balloon ribbonqty 3
Table runnersqty 12
Flower arrangementsqty 8
Photo backdrop
Photo framesqty 12
Tealight holdersqty 20
LED tea lightsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8
Bread basketsqty 8
Cake serversqty 3
Serving plattersqty 12
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 8

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Confirm the performance permit and music rights as soon as the venue and programme are known. These checks can affect what you may perform, record or play, and late changes are difficult to fix.
Schedule the technical rehearsal before the event day and test microphones, stands, speakers, mixer, music player, projector and spotlights with the actual programme. Also check extension cords, power strips and gaffer tape before guests arrive.
Close registrations before ordering catering, then use the final guest list to collect dietary requirements and prepare name badges. Leave at least 48 hours for the caterer to adjust quantities and for you to print the programme.
Send parking information with the reminder rather than assuming guests will find the venue easily. Include the arrival time, access details and any instructions for coats, changing rooms or seating.
Finish the room setup with a practical walk-through: place chairs and tables, check waste bins, hang the backdrop, arrange tableware, chill drinks and keep the printed run sheet where the organiser and technical team can reach it.

Frequently asked questions

How early should I start planning an anniversary performance?: Start at least 8 to 12 weeks before the performance. Reserve the venue, confirm artists and speakers, and check permits and music rights first; invitations and catering depend on those decisions.
When should invitations for an anniversary performance be sent?: Send invitations 4 to 6 weeks before the event, then close registrations about 7 to 10 days before it. Use the final numbers for catering, dietary requirements, name badges and seating.
How long before the performance should the technical rehearsal take place?: Plan the technical rehearsal 1 to 3 days before the performance, with a shorter equipment check on the event day. Run through microphones, speakers, lighting, presentations and music rather than testing each item separately.
How many drinks should I plan for an anniversary performance?: For the first hour, allow 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water throughout the programme and keep chilled drinks ready before guests begin arriving.

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