Birthday reunion checklist: plan it without last-minute scrambling

A birthday reunion runs more smoothly when the guest list, food and room setup are settled before the cake arrives. Start with invitations and dietary requirements, then confirm reservations and shopping. On the day, chill drinks, prepare the buffet and snacks, and finish the room before guests arrive. This checklist also covers the details people often leave too late, such as coat storage, restroom supplies, waste stations, lighting and enough serving tableware.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Make reservations
Check the shopping list
Do the shopping
2 people
Picking up the cake
Chill drinks
2 people
Prepare the buffet
3 people
Prepare snacks
3 people
Hang decorations
2 people
Set up tables
3 people
Set out chairs
3 people
Set up music
Check the lighting
2 people
Prepare the restroom
Place waste stations

Event

Welcome guests
2 people
Take coats
Serve welcome drinks
2 people
Serve snacks
2 people
Open the buffet
2 people
Refill drinks
2 people
Collect tableware
2 people
Cut the cake
2 people
Serve coffee and tea
2 people
Operate the music
See off guests
2 people

Aftercare

Pack leftovers
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Collect waste
2 people
Clean rooms
3 people
Clean the toilet
Clear away equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Buffet tableqty 2

Tableware

Dinner platesqty 50
Pastry platesqty 50
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving plattersqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Cake server
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Tableclothsqty 6
Flower arrangementsqty 4
Birthday candles

Equipment

Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Standing lampsqty 2

Cleaning

Bucketsqty 2
Spongesqty 4
Cleaning clothsqty 8
Broom
Dustpan and brush

Catering

Groceries

Tips

Send invitations early enough to process replies and dietary requirements before making reservations or finalising the shopping list. A few days before the reunion, check who has not responded rather than guessing.
Plan the food setup around the buffet table, not just the menu. Put out dinner plates, pastry plates, cutlery, serving spoons and platters before guests arrive so nobody has to search for them during the meal.
Chill drinks several hours ahead and keep a backup cooling option ready. Set out bottle openers and glasses with the welcome drinks; otherwise the first ten minutes can turn into a queue at the kitchen.
Finish the room setup before the cake pickup or guest arrival. Tables, chairs, coat racks, decorations, lighting, music and waste stations are easy to handle early but awkward once people are already inside.
Do a final practical check of the kitchen and restroom before welcoming anyone. Put the cake server, candles, coffee cups, kettle or coffee maker, thermos flasks and clean tableware where they will be used.

Frequently asked questions

How far in advance should I send birthday reunion invitations?: Send them about 3 to 4 weeks before the reunion. Set the RSVP deadline at least 7 days before the event so you can process registrations, collect dietary requirements and confirm food quantities.
When should I prepare the birthday reunion shopping list?: Draft it after the RSVP deadline, usually 5 to 7 days before the reunion. Check drinks, buffet food, snacks, cake supplies, tableware and decoration items before shopping, then leave time for one missing-item run.
How early should I set up the room for a birthday reunion?: Allow 2 to 3 hours before guests arrive for tables, chairs, decorations, lighting, music, coat storage and waste stations. Prepare the buffet and snacks afterwards, so the food does not sit out longer than necessary.
How many drinks should I plan for a birthday reunion?: Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour after that, with water available throughout. Chill the first batch several hours in advance and keep extra drinks ready to refill.

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.