Anniversary show checklist: plan it in the right order

An anniversary show combines a formal programme with the practical demands of a reception or dinner. Start with the date, venue and performances, then build the guest list, catering and technical plan around them. The final week is when forgotten details cause delays: dietary information, name badges, printed programmes, music files and equipment checks all need a deadline. Use this checklist to keep the show, speeches, food and guest experience aligned from the first booking to the final 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
Confirm performances
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Order catering
2 people
Create technical plan
2 people
Create lighting plan
2 people
Develop the run sheet
2 people
Write speeches
2 people
Select music
2 people
Brief the presenter
2 people
Brief performers
2 people
Finalize visitor list
Prepare name badges
2 people
Print programs
2 people
Wrap gifts
2 people
Do the shopping
2 people
Picking up the cake
Chill drinks
2 people
Prepare catering
3 people
Check equipment
2 people
Prepare music files
Open venue
2 people
Clean floor and hall
3 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up tables and chairs
4 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Build the photo wall
2 people
Set up buffet
3 people
Set up the drink station
2 people
Set out tableware
2 people
Set out snacks
3 people
Store cake refrigerated
Welcome performers
2 people
Run the sound check
3 people
Perform lighting test
2 people
Brief reception team
3 people

Event

Open the doors
3 people
Welcome guests
3 people
Check off registrations
2 people
Hand out programs
2 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Present anniversary show
Coordinate stage changes
2 people
Adjust sound level
Operate light settings
Refill drinks
2 people
Restock the buffet
3 people
Serve hot dishes
3 people
Clear tables
3 people
Cut the anniversary cake
2 people
Serve cake
3 people
Hand out gifts
2 people
Announce the farewell
See off guests
3 people
Manage coat check
2 people

Aftercare

Switch off equipment
2 people
Store food and drinks safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear the hall
4 people
Remove decorations
3 people
Clean the venue
3 people
Put furniture back
4 people
Dismantle technical equipment
3 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover stock
2 people
Secure photos and files

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 8
Dining tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Coat racksqty 3
Stoolsqty 6

Tableware

Dinner platesqty 120
Pastry platesqty 120
Dessert spoonsqty 120
Forksqty 120
Knivesqty 120
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 120
Champagne glassesqty 110
Serving traysqty 10
Serving plattersqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Slide projector

Lighting

LED spotlightsqty 6
String lightsqty 8
Extension cordsqty 6

Decorations

Balloonsqty 150
Balloon archesqty 2
Buntingqty 12
Tableclothsqty 16
Napkin holdersqty 12
Photo backdrop
Photo wall standsqty 2
Table decorationsqty 12
Gift bagsqty 110

Kitchen

Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cake knifeqty 2
Serving spoonsqty 8
Serving tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Ice packsqty 12

Catering

Groceries

Tips

Set the date only after checking the venue and key performers. Keep the programme length realistic, with short transitions between performances, speeches and catering moments.
Send invitations early enough to collect replies and dietary requirements before ordering catering. Close registrations at least 7 days before the show so the visitor list, badges and table settings can be finalized.
Create the technical and lighting plans before the programme is locked. Test the mixer, speakers, wireless microphones, HDMI cables, extension cords and power strips together rather than checking them separately.
Prepare the run sheet with named responsibilities and exact times. Include when performers arrive, when drinks are chilled, when the cake is collected, and who cues music, slides and lighting.
Do a full venue walk-through before guests arrive. Check the stage sections and steps, seating, buffet and high tables, coat racks, tableware, microphones, projector and LED spotlights against the layout and programme.

Frequently asked questions

How far in advance should I send anniversary show invitations?: Send invitations 6 to 8 weeks before the show. Set the RSVP deadline at least 2 weeks before the event, leaving time to confirm dietary requirements and order catering.
When should the anniversary show programme be finalized?: Finalize the programme and run sheet 7 to 10 days before the show. Use the remaining days to brief the presenter and performers, prepare speeches, select music and print programmes.
How much food and drink should I order for an anniversary show?: Base catering on the confirmed visitor list, including dietary requirements, and add about 5 to 10 percent for last-minute changes. For drinks, allow roughly 2 to 3 servings per guest during the first hour, then adjust for the planned duration and meal service.
When should I test the sound and presentation equipment?: Test the complete setup at least 24 hours before the show, including speakers, mixer, wireless microphones, laptop, HDMI cables and slide projector. Repeat a short sound and presentation check during venue setup on the 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.