Anniversary service checklist

An anniversary service needs more than a date, venue, and program. You also need to coordinate speakers, musicians, registrations, dietary requirements, printed materials, catering, room layout, and technical checks. Start with the service framework, then work toward guest numbers and catering before finishing the room setup. This checklist covers 71 planning tasks and 60 items, including microphones, program booklets, tableware, cloakroom equipment, and refreshments.

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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

Confirm date and location
2 people
Book the officiant and speakers
2 people
Book musicians and choir
2 people
Compile program
2 people
Confirm reservations
Design invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder to guests
Create the final guest list
2 people
Place catering order
2 people
Collect service texts
2 people
Check songs and prayers
2 people
Lay out the program booklets
2 people
Print program booklets
2 people
Make name badges
2 people
Gather music files
Test presentations
2 people
Check accessibility
Set up the cloakroom
2 people
Determine the table layout
2 people
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label diet meals
2 people
Clean the venue
3 people
Set up chairs
3 people
Set up tables
3 people
Lay festive tables
3 people
Hang decorations
3 people
Set up the reception table
2 people
Lay out program booklets
2 people
Connect the sound system
2 people
Test microphones
2 people
Test music and presentation
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Instruct staff
2 people

Event

Welcome guests
4 people
Distribute program
2 people
Manage the cloakroom
2 people
Lead the anniversary service
4 people
Take photos during the shift
Guide the transition to the reception
3 people
Serve drinks
4 people
Serve snacks
4 people
Escort guests to tables
2 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Serve diet meals
2 people
Assist with anniversary speech
2 people
Cut and serve cake
3 people
Serve coffee and tea
3 people
See guests off
3 people
Finish coat check
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
3 people
Clear away dishes
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Clean the room
4 people
Check toilets
Return borrowed items
2 people
Distribute leftovers
2 people
Store photos securely
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8
Coffee potsqty 5
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Cake serversqty 3
Cake knivesqty 2
Measuring cupsqty 3
Coolersqty 4
Ice containersqty 3

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12

Decorations

Tableclothsqty 12
Napkin holdersqty 12
Flower arrangementsqty 8
Balloonsqty 150
Balloon archqty 2
Anniversary banner
Candlesqty 24
Candle holdersqty 12
Name badgesqty 90
Table numbersqty 12

Lighting

Mood lightingqty 6
LED lampsqty 8

Catering

Program bookletsqty 100
Menusqty 100
Pensqty 12
Name stickersqty 100
Serving apronsqty 8
Groceries

Cleaning

Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3
Cleaning glovesqty 8

Tips

Confirm the date and location first, then book the officiant, speakers, musicians, and choir. These people often have limited availability, so leaving bookings until the invitations are ready can delay the whole plan.
Send invitations early enough to allow time for registrations and dietary requirements. Set a clear RSVP deadline, then send a reminder before creating the final guest list and placing the catering order.
Finalize the program before printing booklets. Check service texts, songs, prayers, presentations, and music files together, then test every presentation and microphone before guests arrive.
Plan the room in separate zones: seating, reception desk, cloakroom, service or buffet tables, and waste bins. Check accessibility before fixing the table layout, especially if chairs and tables need to be moved around entrances or aisles.
Chill drinks and prepare coffee equipment close to the service time rather than the night before. Count plates, cups, glasses, cutlery, serving utensils, trays, thermos flasks, coolers, and ice containers against the final guest list.

Frequently asked questions

How far in advance should I plan an anniversary service?: Start at least 8 to 12 weeks before the service. Use the first 2 weeks to confirm the date, location, officiant, speakers, musicians, and choir, then allow time for invitations and registrations.
When should anniversary service invitations be sent?: Send them 6 to 8 weeks before the event, with an RSVP deadline around 3 weeks before the service. That leaves roughly 2 weeks to process registrations, collect dietary requirements, and create the final guest list.
When should I order catering for an anniversary service?: Place the catering order after registrations and dietary requirements are processed, usually 10 to 14 days before the service. Confirm the final guest count again 3 to 5 days before delivery or preparation.
What should I check the day before an anniversary service?: Check the printed program booklets, name badges, music files, presentations, microphones, speakers, seating, cloakroom, and accessibility. Chill drinks and stage non-perishable tableware the day before, while preparing coffee and ice on the service day.

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.