Anniversary reunion checklist and planning guide

An anniversary reunion needs more than a date and a guest list. You also need time to collect memories, confirm dietary requirements, test presentations, and prepare a clear setup plan for the venue. This checklist puts the work in a practical order, from booking the space and sending invitations to arranging the buffet, drinks station, photo wall and registration table. Use the final week to confirm numbers and the final day to focus on setup rather than last-minute decisions.

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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

Reserve venue
Set the date and program
2 people
Compile contact list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the program and times
2 people
Send reminder
Count the final number of guests
Check the shopping list
2 people
Create a music playlist
Collect photos and memories
2 people
Prepare name badges
2 people
Test presentations and photos
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare buffet components
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the buffet and drinks station
3 people
Hang decorations
3 people
Set up photo wall and memories
2 people
Connect the technical equipment
2 people
Set up name table and registration
2 people
Check the buffet and chairs
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Take group photo
2 people
Deliver the welcome speech
Display memories and photos
2 people
Serve snacks
3 people
Refill drinks
2 people
Open the buffet
3 people
Restock the buffet
3 people
Serve coffee and tea
2 people
Operate music and presentations
Handle farewell and last round
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
3 people
Remove decorations
2 people
Pack equipment
2 people
Return borrowed items
2 people
Handle lost and found
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothes racksqty 2

Tableware

Dinner platesqty 75
Pastry platesqty 75
Glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 75
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 4
Thermos flasksqty 5
Water carafesqty 8
Cutting boardsqty 4

Equipment

Bluetooth speakerqty 2
Projector
Projection screen
Laptop
Extension cordsqty 4
Power stripsqty 4

Decorations

Name badgesqty 70
Tableclothsqty 8
Buntingqty 8
Balloonsqty 80
Balloon pumpqty 2
Photo framesqty 12
Memory bookqty 2
Pensqty 12

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Include a clear response deadline so you can count the final number of guests before shopping and preparing food.
Send a reminder several days before the reunion, then use the replies to confirm dietary requirements and prepare name badges. Keep the final guest count in one place for catering and seating.
Collect photos and memories early rather than waiting until the setup day. Test the laptop, projector, projection screen and presentation files before guests arrive, and check every extension cord and power strip.
Plan the venue setup in zones: registration and name badges at the entrance, tables and chairs in the main area, and separate buffet and drinks stations. Chill drinks in advance and leave enough serving bowls, platters, spoons and glasses at each station.
Allow a dedicated setup period before opening the venue. Tables, decorations, the photo wall, technical equipment and food presentation take longer when several people are working around each other, so assign each area to one person.

Frequently asked questions

How far in advance should I plan an anniversary reunion?: Book the venue and set the date several months ahead if possible, then send invitations once the programme is clear. Set the RSVP deadline at least 2–3 weeks before the reunion so you have time to shop and prepare.
When should I confirm the final guest count?: Confirm it immediately after the RSVP deadline, ideally 7–10 days before the event. Use that number for seating, name badges, food quantities, drinks and tableware.
What should I prepare the day before an anniversary reunion?: Prepare the playlist, photos, presentation files, name badges and non-perishable buffet components the day before. Chill drinks as early as practical and keep the setup equipment together so opening the venue is straightforward.
How much setup time does an anniversary reunion need?: Allow at least 2–3 hours before guests arrive for tables, chairs, decorations, the buffet, drinks station, registration table and technical equipment. Add extra time if the photo wall or presentations need testing on site.

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.