Anniversary workshop checklist

An anniversary workshop needs more than a good programme. You must coordinate registrations, dietary requirements, rooms, workshop leaders, materials, refreshments and the welcome desk in the right order. This checklist takes you from the first schedule draft to opening the workshop. It also covers the details that are easy to miss, such as testing the projector and speaker, printing name badges, chilling drinks and preparing a clear reception point for participants.

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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

Develop the program and workshop schedule
2 people
Send invitations
Process registrations
Collect dietary requirements
Update attendance list
Confirm venue and rooms
Book catering
Confirm workshop leaders
Order workshop materials
Check the shopping list
Do the shopping
2 people
Sort workshop materials
2 people
Print worksheets and name tags
Test presentation and music
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables and chairs
3 people
Set up workshop tables
2 people
Set up the buffet and drink table
2 people
Hang decorations
2 people
Set up the cloakroom and reception desk

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Open anniversary workshop
Guide the first workshop block
2 people
Serve break snacks
2 people
Refill drinks
Lead the second workshop block
2 people
Present the results
2 people
Open the buffet
3 people
Restock the buffet
2 people
Pour anniversary toast
2 people
Cut and serve cake
2 people
Restock drinks and coffee
See participants off
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
2 people
Collect workshop materials
2 people
Put furniture back
3 people
Remove decorations
2 people
Collect and remove waste
2 people
Clean rooms
3 people
Pack equipment
2 people
Return borrowed materials
2 people
Store leftover materials
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Coat rack

Tableware

Dinner platesqty 45
Dessert platesqty 45
Glassesqty 50
Coffee cupsqty 45
Cutlery setsqty 50
Serving utensilsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving jugsqty 4

Equipment

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

Workshop materials

Flip chartsqty 3
Flipchart sheetsqty 6
Markersqty 40
Notebooksqty 45
Pensqty 50
Name badgesqty 50
Sticky notesqty 8
Rolls of tapeqty 4
Scissorsqty 12

Decorations

Anniversary banner
Balloonsqty 60
Table décorqty 8

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Draft the programme and workshop schedule before sending invitations, then use the same session times to brief workshop leaders and confirm room requirements. Allow at least 30 minutes between the planned arrival time and the opening if you need to register participants.
Close registrations with enough time to update the attendance list and collect dietary requirements. A final list 3–5 days before the workshop gives you time to adjust catering, name badges, worksheets and seating.
Check every presentation and music file on the actual laptop, projector, projection screen and Bluetooth speaker at least one day before the event. Pack extension cords and power strips with the equipment rather than assuming the venue will provide them.
Sort workshop materials by session instead of leaving them in one shared box. Put flip charts, sheets, markers, notebooks, pens, name badges and sticky notes on the relevant workshop tables before participants arrive.
Set up the reception desk and cloakroom before arranging the buffet and drink table. Prepare coffee and tea equipment, serving utensils, plates, glasses and cutlery in advance, and chill drinks while tables and chairs are being placed.

Frequently asked questions

When should I send invitations for an anniversary workshop?: Send invitations as soon as the programme, venue and workshop leaders are sufficiently confirmed, preferably 4–6 weeks before the event. Set a registration deadline at least 5 days before the workshop so you can finalise catering and materials.
When should I confirm the catering for an anniversary workshop?: Book catering after you have a reliable expected attendance figure, usually 2–3 weeks before the workshop. Confirm the final number and dietary requirements 3–5 days before the event, then prepare snacks and drinks on the day.
How early should I set up an anniversary workshop?: Start physical setup at least 2 hours before participants arrive. This allows time to place tables and chairs, arrange workshop tables, prepare the buffet and reception desk, test technology, hang decorations and make coffee and tea.
What equipment do I need to test before the workshop?: Test the laptop, projector, projection screen and Bluetooth speaker at least one day beforehand and again during setup. Check every extension cord and power strip, and keep a 30-minute buffer before opening for last-minute fixes.

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