Anniversary tour checklist: plan each stop in the right order

An anniversary tour involves more than booking a venue and announcing the dates. You need a workable route, permits, overnight stays, transport, ticket sales and a separate setup plan for every location. Start with the tour structure, then confirm the program and technical needs before ordering catering, tickets, wristbands and decorations. This checklist helps you keep guest information, equipment and event-day details aligned across all stops.

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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

Select tour locations
2 people
Reserve venues
Finalize tour dates
2 people
Apply for permits
Check insurance
Compile program
3 people
Confirm performances
2 people
Gather technical requirements
2 people
Set the route for each match day
2 people
Reserve transport
Reserve overnight stays
Design invitations
2 people
Send invitations
2 people
Open online ticket sales
Send press release
2 people
Distribute promotional materials
3 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
Order wristbands and tickets
Order catering by location
2 people
Purchase decorations
2 people
Test the equipment
3 people
Collect music and presentations
2 people
Print the run sheet
Print contact list
Distribute materials per stop
3 people
Load the tour bus
4 people
Check stock
2 people
Confirm venue contact

Event

Check the catering delivery
2 people
Open venue
2 people
Clear the loading zone
2 people
Unload equipment
5 people
Build stage floor
4 people
Set up backdrops
3 people
Hang lights
3 people
Connect sound
3 people
Set up microphones
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Set out tableware
2 people
Hang decorations
3 people
Hang up the program clearly
Set up presentations
2 people
Perform the technical sound check
3 people
Test light show
2 people
Briefing for reception team
2 people
Brief catering team
2 people
Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Present anniversary program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Supervise the break program
2 people
Serve the hot meal
5 people
Keep allergen information available
Support the main program
3 people
Announce the anniversary moment
2 people
Facilitate the group photo
2 people
Guide the farewell and departure
3 people
Collect lost and found items

Aftercare

Clear the audience area
4 people
Wash dishes
3 people
Package catering leftovers
2 people
Switch off equipment
2 people
Take down lights and sound
4 people
Dismantle the stage and decor
4 people
Load materials
5 people
Leave venue clean
3 people
Return rental items
2 people
Return transport equipment
Store leftover stock
2 people
Dispose of waste
2 people
Handle visitor questions
Collect photo and video material
Send thank-you message
2 people
Check invoices
Inventory tour materials
2 people
Set aside damaged materials
Prepare the next stop
2 people

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 180
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 200
Stage sectionsqty 12
Music standsqty 2

Tableware

Dinner platesqty 180
Dessert platesqty 180
Coffee cupsqty 120
Water glassesqty 200
Wine glassesqty 180
Coffee spoonsqty 120
Dinner cutlery setsqty 180
Storage crates for tablewareqty 12

Decorations

Anniversary bannersqty 6
Backdrop fabricsqty 3
Balloon archesqty 3
Balloonsqty 300
Tableclothsqty 24
Table runnersqty 18
LED candlesqty 36
Flower arrangementsqty 12
Photo booth propsqty 20
Directional signsqty 12

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Slide projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 10
Gaffer tapeqty 8
Cable matsqty 12
Flight casesqty 8
Flashlightsqty 6

Lighting

LED PAR lightsqty 12
Light standsqty 4
Light barsqty 3

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Serving plattersqty 12
Serving utensilsqty 18
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Kitchen traysqty 12
Aluminum foilqty 6
Cling filmqty 6

Catering

Wristbandsqty 600
Name stickersqty 250
Menusqty 200
Program bookletsqty 600
Drink dispensersqty 4
Serving jugsqty 12
Groceries

Cleaning

All-purpose cleanerqty 6
Glass cleanerqty 4
Microfiber clothsqty 30
Spongesqty 24
Floor squeegeesqty 3
Bucketsqty 6
Broom setsqty 3
Vacuum cleanersqty 2
Paper towelsqty 12
Toilet brushesqty 6

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Moving blanketsqty 20
Storage cratesqty 30
Ground protection matsqty 6

Safety

Fire extinguishersqty 4
Safety vestsqty 8
Cable traysqty 20
Non-slip matsqty 12
Flashlightsqty 6

Office

Clipboardsqty 8
Pensqty 40
Markersqty 20
Tapeqty 8
Writing paperqty 500
Badge holdersqty 30
Document foldersqty 12
Cash boxesqty 3

Tips

Build the route before confirming venues and overnight stays. Allow travel time between locations and avoid scheduling a performance so tightly that equipment, guests or staff cannot arrive and reset.
Begin permit and insurance checks as soon as the locations are shortlisted. A missing permit or coverage document can delay an entire stop, especially when several venues have different requirements.
Set a deadline for dietary requirements and registrations, then update the visitor list from one central file. Place the catering order by location only after that deadline has passed.
Test the sound system before the tour starts, including the mixer, active speakers and wireless microphones. Check every microphone stand and prepare the music and presentations in the same running order as the program.
Print the run sheet before each event day and keep a spare copy at the registration point and backstage. Confirm the placement of directional signs, tables, chairs, buffet equipment and decorations during the venue setup.

Frequently asked questions

How far in advance should I plan an anniversary tour?: Start planning at least 6 months before the first tour date if you need several venues, permits and overnight stays. Aim to confirm locations, dates and the route during the first 4 to 6 weeks.
When should I send invitations for an anniversary tour?: Send invitations about 8 to 12 weeks before each stop, once the venue, date and program are confirmed. Set the registration and dietary-requirement deadline 2 to 3 weeks before the event.
When should I order catering for each tour location?: Order catering after registrations and dietary requirements close, usually 10 to 14 days before each stop. Recheck the visitor list and final quantities 3 to 5 days before delivery.
When should I test the equipment for an anniversary tour?: Do a full equipment test at least 7 days before the first performance, then repeat a short check at every venue on the day itself. Test speakers, mixer, microphones and presentation files before guests arrive.

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