How to organise a 10-year anniversary

A 10-year anniversary works best when the formal moments and the practical flow are planned together. Start with the guest list and venue, then confirm dietary requirements, catering and the programme before you focus on decoration. Allow time for a presentation, speeches and shared photos, while keeping food and drinks easy to reach. The final checks—cooling drinks, collecting the cake, testing the projector and preparing the room—are what prevent last-minute problems.

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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

1
Compile guest list
2
Design invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Reserve venue
8
Finalize catering arrangements
9
Create a music playlist
10
Develop the program
2 people
11
Confirm speakers
12
Prepare presentation
2 people
13
Collect photos
2 people
14
Check music rights
15
Check the weather forecast
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Picking up the cake
20
Check the venue
2 people
21
Clean the room
3 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up the buffet
3 people
25
Set up the drinks bar
2 people
26
Hang decorations
3 people
27
Test lighting
2 people
28
Test sound system
2 people
29
Test presentation
2 people
30
Lay out name badges
31
Set up the reception desk
2 people
32
Brief reception team
3 people

Event

33
Welcome guests
3 people
34
Serve welcome drinks
3 people
35
Register sign-ups
2 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Present anniversary program
2 people
39
Open the buffet
3 people
40
Restock the buffet
3 people
41
Cut the cake
2 people
42
Serve coffee and tea
2 people
43
Provide music
44
See off guests
2 people

Aftercare

45
Collect waste
3 people
46
Wash dishes
3 people
47
Clear buffet
3 people
48
Dismantle furniture
4 people
49
Remove decorations
3 people
50
Clean the room
3 people
51
Pack equipment
2 people
52
Return borrowed items
2 people
53
Store leftovers
2 people
54
Take out the trash
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 6
Coat rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 60
Dinner cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8
Pitcherqty 4

Decorations

Balloonsqty 100
Balloon arch
Anniversary banner
Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 6
Name badgesqty 60
Photo framesqty 10
Sticky tackqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Lighting

LED string lightsqty 6
LED lampsqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Cake knife
Serving spoonsqty 8
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop and squeegeeqty 2

Catering

Groceries

Tips

Set the guest list and send invitations early enough to process registrations and dietary requirements before you confirm catering. Keep a final attendee count for table settings, name badges, food and drinks.
Build the programme around the anniversary presentation, speakers and photo moment. Confirm speakers before preparing the presentation, and test the laptop, projector, screen, speakers and microphone at the venue rather than on the day.
Plan the room in the order people will use it: coats and seating first, then the buffet and drinks bar. Check that guests can move between tables, the food and the bar without blocking the presentation area.
Do the shopping only after you know the confirmed guest count. Chill drinks several hours before arrival, prepare snacks in advance, and collect the cake early enough to leave time for a replacement plan if collection is delayed.
Finish the venue check the day before and repeat it before guests arrive. Check the weather, clean the room, test the music and microphone, secure decorations with sticky tack, and put tableware and serving utensils where they will be used.

Frequently asked questions

How far in advance should I send invitations for a 10-year anniversary?: Send invitations about 6 to 8 weeks before the event. Set the RSVP deadline at least 2 weeks before the anniversary so you can confirm numbers, dietary requirements and catering.
How much food and drink do I need for a 10-year anniversary?: Use the confirmed guest count as your base and plan two to three drinks per person for the first hour, then about one drink per person per hour. Ask the caterer for quantities based on the event length and whether the food is a meal or snacks.
When should I prepare the anniversary presentation and speeches?: Collect photos and confirm speakers 3 to 4 weeks beforehand. Finish the presentation at least 3 days before the event, then test every file and piece of equipment at the venue during the final setup check.
What should I check the day before a 10-year anniversary?: Confirm the guest count, catering, cake collection and speaker attendance 24 hours before the event. Also check the weather, chill the drinks if possible, and verify that the projector, microphone, speakers and room layout are ready.

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.