Farewell to the alderman: a practical checklist

A farewell for an alderman combines a formal programme with a reception, speeches, catering and personal memories. Start by fixing the guest list and venue, then confirm registrations, speakers and dietary requirements before finalising the programme. Allow time for the gift, photo presentation, name badges and printed materials. In the final week, test the sound and projection equipment, confirm the room layout and prepare drinks, signage and catering supplies so the event runs smoothly.

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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
2 people
Reserve venue
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Invite speakers
Confirm speakers
Collect speeches
Compile program
2 people
Choose welcome music
Book catering
Coordinate the menu with the caterer
2 people
Determine room layout
2 people
Arrange seating for the guest of honor
Arrange a gift for the alderman
2 people
Sign the gift card
3 people
Collect photo materials
2 people
Compile a Photo Presentation
2 people
Test the equipment
2 people
Make name badges
2 people
Print programs
Prepare route signs
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Wrap gift
2 people
Clean the room
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set out tableware
2 people
Place name tags
2 people
Hang decorations
3 people
Set up the stage area
2 people
Connect the sound system
2 people
Set up the presentation
Set up the reception table
2 people
Check toilets
Briefing for reception team
3 people
Brief catering team
3 people

Event

Welcome guests
4 people
Check off registrations
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Announce the program
Guide speeches
2 people
Play the presentation
Present gift
3 people
Take group photo
2 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Collect tableware
2 people
Serve coffee and tea
2 people
Serve dessert
3 people
Announce farewell speech
Host farewell speech
See off guests
3 people

Aftercare

Pack leftovers safely
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Switch off the equipment
2 people
Return borrowed materials
2 people
Return rental items
2 people
Store leftover materials
2 people
Send thank-you messages
Share photos with the alderman

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Reception desk
Speaker table
Coat racksqty 3
Waste binsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12
Serving traysqty 12

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Coolersqty 2
Food warmersqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 10
Napkin holdersqty 10
Flower arrangementsqty 6
Balloonsqty 80
Balloon ribbonqty 2
Photo framesqty 8
Memory book
Pensqty 6
Wrapping paperqty 2
Ribbonqty 2

Lighting

Mood lightingqty 6
LED lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12
Broomqty 2
Dustpan and brushqty 2

Other

Name badgesqty 90
Route signsqty 4
Program flyersqty 100
Presentation stand
Pens for guestsqty 10

Catering

Groceries

Tips

Close registrations at least 7 days before the farewell so you can give the caterer a reliable headcount and print the right number of programmes and name badges.
Collect speeches and photo material at least 10 days in advance. This gives you time to compile the programme and photo presentation instead of assembling them on the event day.
Test the laptop, projector, screen, sound system and wireless microphones 2–3 days beforehand, then repeat a short sound and presentation check when the room is set up.
Plan the room in zones: reception desk and coat racks at the entrance, a clearly visible speaker table, seating for the alderman, and buffet tables with enough space for queues.
Chill drinks several hours before guests arrive and check the serving setup at the same time. Count plates, glasses, cutlery, serving trays and coffee equipment against the confirmed guest total.

Frequently asked questions

When should I send invitations for an alderman’s farewell?: Send invitations 4–6 weeks before the event. Set the RSVP deadline about 10–14 days before the farewell so you can confirm attendance, dietary requirements and catering numbers.
How far in advance should speakers confirm their speeches?: Invite speakers at least 4 weeks ahead and confirm them 2 weeks before the event. Request final speech texts or presentation files no later than 7–10 days before the farewell.
When should I order catering for a farewell event?: Book the caterer at least 3–4 weeks in advance, especially if the date is busy. Send the final guest count and dietary requirements 7–10 days before the event, then confirm the delivery and serving time 2–3 days beforehand.
How early should I test the equipment for the alderman’s farewell?: Complete a full equipment test 2–3 days before the event, including microphones, speakers, laptop, projector and screen. Do a final 30-minute check in the room 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.