Farewell party checklist: what to arrange and when

A farewell party needs more than food and a few decorations. You need to confirm the venue, track replies and dietary requirements, arrange catering, and give speakers enough time to prepare. In the final days, check serving equipment, chill drinks, test the microphone and music, and set up the room in a logical order. This checklist keeps those details together, including the jobs that are easy to leave until the last minute.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Make a catering reservation
Choose music and playlist
2 people
Ask speakers for speeches
Send reminder to guests
Check the shopping list
2 people
Do the shopping
2 people
Pick up cake and pastries
Chill drinks
2 people
Check crockery and glasses
2 people
Test the speech and music
2 people
Prepare the gift table
Build the photo wall
2 people
Set up tables
3 people
Set up chairs
3 people
Hang decorations
3 people
Set up sound system
2 people
Lay out lights and cables safely
2 people
Set up buffet tables
3 people
Prepare snacks
3 people
Set out drinks
2 people
Prepare coffee and tea
2 people
Set up the welcome desk
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect photos and memories
2 people
Announce speech
Guide speeches
2 people
Cut and serve cake
3 people
Provide music and dancing
2 people
Collect waste along the way
2 people
See off guests
2 people

Aftercare

Store leftovers in the fridge
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Take down the sound system
2 people
Clean the venue
3 people
Take waste to the collection point
2 people
Return borrowed items
2 people
Return any left-behind items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Tableclothsqty 6
Stoolsqty 6

Tableware

Platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6
Carafesqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Cake knife
Coolersqty 3
Bottle openersqty 3

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Phone chargersqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Photo backdrop
Photo framesqty 12
Gift table sign
Sticky tackqty 2

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucket
Hand soap dispensersqty 2

Catering

Groceries

Tips

Send invitations early enough to collect replies and dietary requirements before confirming the catering order. Keep one current guest list so the food, seating and drink quantities match.
Ask speakers for their contributions before the final week. Test the microphone, Bluetooth speaker and playlist before guests arrive, rather than discovering a cable or connection problem during the first speech.
Collect the cake and pastries on the planned day and confirm where they will be stored. Put the cake knife, dessert plates and serving utensils together so cutting and serving do not interrupt the programme.
Set up tables, chairs, tablecloths and the buffet before preparing food. Place serving bowls, tongs, carafes, glasses and bottle openers where guests will use them, and keep hot drinks equipment in one clear area.
Lay extension cables and power strips safely before decorating. Test the lighting, sound equipment and phone chargers with the actual sockets, then chill drinks and prepare coffee and tea close to the start time.

Frequently asked questions

How far in advance should I send farewell party invitations?: Send them at least 3 to 4 weeks before the party. Set the RSVP deadline about 10 to 14 days ahead so you can confirm catering and collect dietary requirements.
When should I order catering for a farewell party?: Confirm the catering order after the RSVP deadline, usually 7 to 10 days before the event. Recheck the final guest count and dietary requirements before paying or finalising the reservation.
How much time do I need to set up a farewell party?: Allow 3 to 4 hours for tables, chairs, decorations, the buffet, sound equipment and drinks. Start food preparation and drink chilling after the room layout and cable checks are finished.
When should I prepare the speeches and music?: Ask speakers at least 2 weeks before the party and collect the final order several days in advance. Test the microphone, speaker, playlist and any adapters on the day before the event.

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.