How to organise a 100th anniversary

A 100th anniversary needs more than a guest list and a cake. Start by fixing the format, guest numbers and programme, then use registrations to confirm dietary requirements, seating and catering. Build in time for speeches, performances, photographs and the memory book, because these contributions usually arrive late. The final week is for printing, shopping, cooling drinks and checking equipment; the event day should focus on setup, serving and welcoming guests.

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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 people
2
Design invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Compile program
2 people
7
Record speakers and performances
2 people
8
Assemble the music playlist
9
Collect photo materials
2 people
10
Create photo presentation
11
Arrange memory book
12
Make reservations
13
Determine the final number of guests
2 people
14
Arrange the table layout
2 people
15
Make name badges
2 people
16
Print program cards
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Prepare dessert
2 people
22
Prepare floral arrangements
2 people
23
Clean the venue
3 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up buffet tables
3 people
27
Set out tableware
2 people
28
Set out cutlery
2 people
29
Set out glasses
2 people
30
Set the tables
4 people
31
Hang decorations
4 people
32
Set up the photo wall
2 people
33
Set up the memory table
2 people
34
Connect sound equipment
2 people
35
Test presentation
2 people
36
Check lighting
2 people
37
Display snacks
3 people
38
Set up the drinks buffet
3 people
39
Set up the gift table
2 people
40
Check toilets

Event

41
Welcome guests
4 people
42
Serve welcome drinks
3 people
43
Guide the jubilarian
2 people
44
Serve snacks
4 people
45
Refill drinks
2 people
46
Guide guests to their seats
2 people
47
Deliver the welcome speech
48
Serve coffee and tea
3 people
49
Play photo slideshow
50
Guide speeches
51
Take group photo
2 people
52
Open the buffet
2 people
53
Restock the buffet
4 people
54
Serve diet meals
2 people
55
Serve dessert
3 people
56
Cut the cake
3 people
57
Provide music
58
Collect gifts
2 people
59
Guide the memories book
60
Manage the cloakroom
2 people
61
Clear tables
3 people
62
See off the last guests
3 people

Aftercare

63
Store leftovers in the fridge
2 people
64
Collect waste
3 people
65
Wash dishes
4 people
66
Put furniture back
4 people
67
Remove decorations
3 people
68
Clean the venue
4 people
69
Clear away equipment
2 people
70
Distribute leftover food
2 people
71
Sort borrowed items
2 people
72
Return borrowed items
2 people
73
Store photos securely

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving utensilsqty 12
Serving plattersqty 16
Dessert serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Cake knivesqty 3
Serving spoonsqty 10
Serving tongsqty 8
Coolersqty 4
Ice cube traysqty 6
Food containersqty 12
Aluminum foilqty 4
Cling filmqty 4

Equipment

Laptops
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 6
Charging cablesqty 4

Decorations

Balloonsqty 150
Number 100 balloonsqty 3
Buntingqty 12
Tableclothsqty 12
Napkin holdersqty 12
Flower vasesqty 12
Photo framesqty 20
Photo backdrop
Gift table sign
Name badgesqty 90
Program cardsqty 90
Memory book
Pensqty 10

Lighting

LED light stringsqty 6
Table lampsqty 8

Cleaning

Waste binsqty 6
Hand broomsqty 2
Trash binsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the guest deadline at least 14 days before the anniversary. Use the final registration count for seating, name badges, programme cards, tableware and food quantities rather than relying on invitation estimates.
Collect photographs, captions and messages no later than three weeks beforehand. That gives you time to assemble the photo presentation and memory book, test the laptop and projector, and replace missing files.
Lock the running order at least one week before the event. Confirm speakers and performances, allow five minutes between contributions, and keep a printed copy with the person coordinating the programme.
Check the room layout before shopping: tables, chairs, buffet tables, a drinks area and coat storage need clear routes. Set up tables and chairs at least three hours before guests arrive, then test the projector from the actual viewing position.
Prepare the service plan the day before. Chill drinks, prepare snacks and dessert components, group dinner and dessert tableware, and make sure coffee machines, kettles, thermos flasks, serving utensils and ice are ready.

Frequently asked questions

How far in advance should I organise a 100th anniversary?: Start at least eight weeks before the date, especially if the programme includes speakers, performances, a photo presentation or a memory book. Send invitations early enough to close registrations about 14 days before the event.
When should I confirm the number of guests?: Set a firm registration deadline 14 days before the anniversary. Confirm the final number immediately afterwards so you can finish the seating plan, catering, name badges and table setup.
How long before the event should I prepare the photo presentation?: Ask for photos and captions three weeks in advance and finish the presentation at least seven days before the event. Test the laptop, projector and video or slideshow files during that final week.
When should I set up the room for a 100th anniversary?: Plan to set up tables, chairs, buffet tables and coat storage at least three hours before guests arrive. Keep the last hour for tableware, flowers, drinks, programme cards and a final equipment check.

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.