Autumn afternoon checklist

An autumn afternoon works best when the warm, welcoming details are arranged in the right order. Start by reserving the room and sending invitations, then collect registrations and dietary requirements before finalising the programme and shopping. In the final days, prepare the autumn decorations, print programmes and name badges, and check the equipment. On the day, allow time for room checks, table setup, soup, coffee and volunteer briefing before visitors 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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the room
Finalize the program
2 people
Put together the music
Check accessibility
2 people
Assign volunteers
Do the shopping
2 people
Pick up keys
Check the space and toilets
2 people
Make name badges
2 people
Print programs
Prepare autumn decorations
2 people
Prepare soup and snacks
3 people
Chill drinks
2 people
Set up tables and chairs
4 people
Set up buffet and coffee corner
3 people
Hang decorations
2 people
Connect sound equipment
2 people
Test the lighting
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Take coats
2 people
Serve coffee and tea
3 people
Deliver the welcome speech
Host the autumn quiz
2 people
Serve snacks
3 people
Refill drinks
2 people
Coordinate music and dancing
2 people
Serve soup and bread
4 people
Serve diet meals
2 people
Serve dessert and coffee
3 people
Clear tables during the event
3 people
Clean up spills and waste
2 people
See off guests and manage departure
3 people

Aftercare

Wash dishes
3 people
Clear away food and drinks
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue and kitchen
3 people
Take out the trash
2 people
Switch off equipment
2 people
Return borrowed items
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Table linenqty 10

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 80
Soup bowlsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8

Decorations

Autumn leavesqty 6
Table decorationsqty 10
Pumpkinsqty 12
Candlesqty 30
Tealight holdersqty 15
Name badgesqty 60

Equipment

Coffee machinesqty 2
Kettlesqty 2
Sound system
Microphone
Extension cordsqty 4

Kitchen

Soup kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 10
Serving traysqty 6
Measuring cupsqty 2
Coolersqty 3

Lighting

String lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Dishpanqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Send invitations early enough to process registrations and dietary requirements before you shop. Use the final headcount to plan soup, snacks, plates, bowls, cups and glasses rather than estimating on the day.
Finish the room and access checks before setup begins. Check the toilets, lighting, sound system, microphone, extension cords and accessibility, and pick up the keys early enough to fix problems before visitors arrive.
Prepare the welcome point near the entrance. Keep name badges, the registration information and coat-taking supplies together so volunteers can greet people, take coats and direct visitors without leaving the door unattended.
Set up the buffet and coffee corner as separate stations. Put soup bowls, serving spoons and trays close to the soup, while cups, kettles, coffee machines and thermos flasks stay together to prevent queues.
Brief volunteers shortly before opening and assign clear roles. Cover the welcome desk, coats, coffee and tea, buffet service and programme support so no one has to decide what to do during the first busy 15 minutes.

Frequently asked questions

How early should I send invitations for an autumn afternoon?: Send invitations at least 3 to 4 weeks before the event. Set the registration deadline about 7 days before the afternoon so you have time to confirm numbers, dietary requirements and shopping quantities.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the list 5 to 7 days before the event. Recheck the final list when preparing the soup and snacks, then label or explain suitable options at the buffet.
How long before guests arrive should I set up the room?: Allow at least 2 hours for tables, chairs, buffet tables, decorations, lighting and sound checks. Add another 30 minutes if volunteers need a briefing or if keys and room access have not been tested yet.
How much soup and coffee do I need for an autumn afternoon?: Use the final registration count and plan roughly 300 ml of soup per person, with a small reserve for seconds. For coffee and tea, allow 2 to 3 cups per person over a typical 2- to 3-hour afternoon, plus extra hot water for tea.

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.