Anniversary Week Checklist

Planning an anniversary week means coordinating guests, food, memories and a room that works for both conversation and presentations. Start with the date, programme and layout, then give invitations, dietary requirements and registrations enough time to settle. In the final week, confirm the guest list, catering, cake, drinks and technical equipment. On the day, allow time for tables, decorations, the photo display, buffet and sound system before guests arrive.

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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
Determine venue and room layout
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Send reminder to guests
Create final guest list
Place catering order
Order cake
Compile music and playlist
Collect photos and memories
2 people
Prepare presentation
2 people
Do the shopping
2 people
Collect drinks and chilled products
2 people
Check tableware and materials
2 people
Clean the venue
3 people
Fill refrigerators and coolers
2 people
Set up tables and chairs
4 people
Set Up Tablecloths and Tableware
3 people
Hang decorations
3 people
Install lights and sound
2 people
Set up photo wall and memory table
2 people
Prepare snacks
3 people
Set up the buffet
3 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve coffee and tea
2 people
Deliver the anniversary speech
Open the buffet
2 people
Refill buffet
2 people
Refill drinks
2 people
Cut and serve cake
2 people
Provide music
Collect waste along the way
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
3 people
Dispose of waste
2 people
Store materials dry and complete
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Rectangular tablesqty 6
Chairsqty 55
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 60
Pastry platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 12

Decorations

Tableclothsqty 10
Balloonsqty 100
Balloon arch
Buntingqty 8
Number garland
Flower arrangementsqty 6
Photo framesqty 12
Photo backdrop
LED candlesqty 24
Name card holdersqty 55

Equipment

Active speakersqty 2
Wireless microphone
Laptops
Projector
Projection screen
Power stripsqty 4
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving traysqty 8
Drink dispensersqty 3

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Catering

Groceries

Tips

Set the date, programme and room layout before sending invitations. This prevents you from promising a format that the venue, tables or presentation setup cannot support.
Send invitations early enough to allow registration and dietary replies, then send a reminder before creating the final guest list. Late replies affect catering quantities, name cards and seating.
Treat the presentation as a separate production task: collect photos and memories, prepare the slides, and test the laptop, projector, projection screen, active speakers and wireless microphone before the event.
Reserve the final day for chilled drinks, snacks, cake and buffet preparation. Fill refrigerators and coolers only after the venue is clean, so food and drinks do not have to be moved twice.
Build setup time around the room transformation. Tables, chairs, tablecloths, tableware, decorations, lights, sound, the photo wall and memory table all need checking before the first guest arrives.

Frequently asked questions

How far in advance should I send anniversary week invitations?: Send them as soon as the date, programme and venue are fixed, ideally 4 to 6 weeks before the first event. Set a reply deadline at least 10 days before catering is ordered.
When should I confirm the final guest list for an anniversary celebration?: Close registrations about 7 to 10 days before the event. Send a reminder 2 to 3 days before that deadline, then use the final list for catering, dietary requirements and name cards.
How much time do I need to set up an anniversary event?: Allow at least 3 hours for a room with tables, buffet service, decorations, a photo wall and presentation equipment. Add another 30 to 45 minutes if the projector, sound system or lighting needs testing.
When should I order the anniversary cake and catering?: Place the catering order once registrations and dietary requirements are confirmed, usually 7 to 10 days ahead. Order the cake at the same time and confirm its delivery or collection time 2 to 3 days before the event.

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.