A practical checklist for a colleague’s birthday

A colleague’s birthday at work is easiest to manage when the guest count, food and room setup are settled in that order. Confirm the date and space first, then collect RSVPs and dietary requirements before ordering the cake or calculating catering. On the day, allow time for chilled items, drinks, buffet preparation and the coffee station. This checklist also covers the details people often leave too late, such as power, waste points, serving utensils and a clear place for gifts.

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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

Confirm date and location
Reserve a room
Send invitations
Process registrations
Collect dietary requirements
Confirm number of guests
Order cake
Determine catering quantities
2 people
Put together the music
Check the shopping list
Do the shopping
2 people
Pick up the cake and refrigerated items
Chill drinks
2 people
Prepare snacks
3 people
Cut vegetables and fruit
2 people
Set out dips and sauces
Set up the coffee and tea station
Set up tables
3 people
Set out chairs
2 people
Set up the buffet
2 people
Hang decorations
2 people
Set up gift table
Connect sound equipment
Place waste stations
Check toilets

Event

Welcome guests
2 people
Serve drinks
2 people
Serve snacks
2 people
Restock the buffet
2 people
Refill drinks
2 people
Serve coffee and tea
Cut the cake
2 people
Serve cake
2 people
Operate the music
Collect waste along the way
Collect used dishes
2 people
Store food and drinks safely

Aftercare

Remove decorations
2 people
Put furniture back
3 people
Wash dishes
2 people
Switch off equipment
Pack leftovers
2 people
Dispose of waste
2 people
Clean the room
3 people
Clean the restrooms
Return borrowed items
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tablesqty 2
Gift table

Tableware

Platesqty 40
Cake platesqty 40
Glassesqty 50
Coffee cupsqty 35
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving traysqty 4
Cake server
Corkscrewqty 2
Bottle openersqty 2
Thermos flasksqty 3
Coolersqty 3
Ice cube traysqty 3

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 6
Tableclothsqty 6
Napkin holdersqty 6

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the final guest count at least 3–5 days before the celebration. Use that number for cake portions, catering, drinks, plates, glasses and seating rather than relying on the original invitation list.
Plan the food in two waves: prepare cut vegetables, dips and other cold items earlier, then collect the cake and chilled food close enough to serving time that they stay fresh. Keep coolers or fridge space available before you start setting up.
Allow at least 60–90 minutes for the room setup. Tables, chairs, buffet surfaces, tablecloths, decorations, the gift table and waste points are easy to underestimate when they are handled at the last minute.
Set up the coffee and tea point separately from the buffet, with cups, spoons, thermos flasks and a clear place for used items. This prevents a queue at the food table and means people can serve themselves throughout the event.
Test the Bluetooth speaker, extension cables and power strips before guests arrive, not when the music should start. Check the toilets, open a place for coats or bags if needed, and put the bottle openers and corkscrew where the drinks are served.

Frequently asked questions

How far in advance should I send invitations for a colleague’s birthday?: Send them 2–3 weeks before the celebration, especially if it is outside normal working hours. Set the RSVP deadline at least 5 days before the event so you can confirm catering and dietary requirements.
How much food and drink do I need for a colleague’s birthday?: Use the confirmed guest count as your base and allow roughly 2–3 drinks per person for the first hour, then about 1 drink per person per hour after that. For a meal or substantial buffet, plan approximately 500–700 grams of food per adult, adjusted for the menu and event length.
When should I order or collect the birthday cake?: Order the cake as soon as the date and guest count are reasonably secure, ideally 7–14 days ahead. Collect it on the day, close to serving time, and keep it chilled until the cake table is ready.
How long does it take to set up a colleague’s birthday at work?: Allow 60–90 minutes for tables, chairs, buffet, decorations, drinks, music and the coffee station. Add another 15–20 minutes if food needs cutting, plating or arranging just before guests arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.