Farewell party checklist

A farewell party needs more than food, drinks and a few words from the host. You also need to collect dietary requirements, prepare messages and photos, test the presentation, and set up the room before guests arrive. This checklist puts the work in a practical order, from confirming the date and venue to chilling drinks and testing the speakers. Use it to keep the farewell personal without leaving technical or last-minute jobs until the day itself.

Organize this event for free with Lizzt

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
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
Check supplies
2 people
Make reservations
Collect farewell messages
2 people
Put together the music
Collect photos for presentation
2 people
Coordinate the program
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare decorations
2 people
Set up the presentation

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Set up the photo wall
2 people
Test sound equipment
2 people
Test presentation
2 people
Set out coffee and tea
2 people
Prepare snacks
4 people
Set up the reception desk
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Announce speech
Play farewell presentation
2 people
Present the gift and card
2 people
Serve dessert
3 people
Announce the final round
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
3 people
Clear away equipment
2 people
Store leftover food
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
High tablesqty 4
Tableclothqty 10

Tableware

Platesqty 60
Dessert platesqty 60
Drinking glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving utensilsqty 10

Decorations

Balloonsqty 100
Buntingqty 8
Photo backdrop
Photo framesqty 12
LED candlesqty 20
Welcome sign

Equipment

Bluetooth speakersqty 2
Laptop
Projector
HDMI cableqty 2
Extension cordsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Cleaning clothsqty 12

Lighting

String lightsqty 4
Power stripsqty 4

Catering

Groceries

Tips

Send invitations early enough to collect replies, dietary requirements and contributions for the farewell messages before you finalise catering quantities. A clear RSVP deadline gives you usable numbers instead of estimates.
Finish the presentation and music at least one day before the party. Test the laptop, projector, HDMI cable and speakers together, because a separate equipment check can miss connection or sound problems.
Buy shelf-stable food and drinks first, then do the fresh shopping close to the event. Chill drinks in advance and keep ice available for serving rather than relying only on refrigerator space.
Plan the room around the farewell moment as well as the buffet. Leave a clear sightline to the presentation, place the photo wall where guests can use it, and keep coats away from the serving tables.
Allow a dedicated setup period before guests arrive for tables, chairs, decorations, serving dishes and tableware. Open the venue early enough to test the presentation again after everything is plugged in.

Frequently asked questions

How far in advance should I plan a farewell party?: Start about 3 to 4 weeks ahead for a small or medium farewell party. Confirm the date and venue first, send invitations next, and set the RSVP deadline at least 7 days before the event so catering and seating can be finalised.
How much food and drink do I need for a farewell party?: Base food quantities on the confirmed guest count and add roughly 10% for late additions and larger portions. For drinks, plan around 2 to 3 servings per person during the first hour, then adjust for the remaining duration and include water, coffee and non-alcoholic options.
When should I collect farewell messages and photos?: Ask for messages and photos when you send the invitations, with a deadline 5 to 7 days before the party. That leaves time to edit the presentation, arrange the order and test it on the actual laptop and projector.
When should I set up a farewell party venue?: Allow 2 to 3 hours for room setup, depending on the number of tables, decorations and presentation equipment. Finish the buffet and drinks close to opening time, and run a final sound and presentation test before guests arrive.

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.