How to organise a farewell reception

Start by fixing the room, guest list and reception format before ordering food or decorations. Send invitations early enough to collect registrations and dietary requirements, then use the confirmed numbers for catering, cake and drinks. Most problems happen in the final 24 hours: fresh food is bought too soon, equipment is not tested, or the memory corner is left until guests arrive. Work backwards from the start time and assign one person to each final check.

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

1
Reserve a room
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Send reminder
7
Create final guest list
8
Place catering order
9
Order cake
10
Confirm reservations
11
Check the shopping list
12
Do the shopping
2 people
13
Collect fresh produce
14
Picking up the cake
15
Check the venue
2 people
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set up clothing rack
19
Set the tables
2 people
20
Hang decorations
2 people
21
Set up the memorial corner
2 people
22
Test sound equipment
2 people
23
Chill drinks
2 people
24
Set up the coffee station
2 people
25
Arrange snacks
3 people
26
Prepare sandwiches
3 people
27
Cut the cake
28
Mark allergens
29
Set up the welcome table
2 people
30
Final safety check
2 people

Event

31
Welcome guests
2 people
32
Hand out welcome drinks
2 people
33
Serve coffee and tea
2 people
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Collect used dishes
2 people
37
Announce Speech
38
Lead the speech
39
Serve cake
3 people
40
Guide the souvenir book
41
Announce the final round

Aftercare

42
Pack leftover food
2 people
43
Clear away drinks
2 people
44
Wash dishes
3 people
45
Clear tables and chairs
3 people
46
Remove decorations
2 people
47
Collect waste
2 people
48
Clean the room
3 people
49
Collect lost and found items
50
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
High tablesqty 4
Clothing rack
Waste binsqty 4

Tableware

Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 70
Pastry forksqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Thermos flasksqty 4
Cake knife

Decorations

Tableclothsqty 6
Balloonsqty 50
Buntingqty 6
Flower arrangementsqty 6
Photo framesqty 8
Name badgesqty 60
Memory book
Pensqty 12

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 2
Storage binsqty 8
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Microfiber clothsqty 8
Bucketsqty 2
Floor squeegee
Dustpan and brushqty 2

Lighting

String lightsqty 4

Catering

Groceries

Tips

Send invitations at least three weeks before the reception and set a response deadline 7–10 days before it. That gives you time to create a final guest list and follow up with people who have not replied.
Place the catering and cake orders only after the registration deadline. Keep dietary requirements in one written list and give the caterer the final numbers at least five days before the event.
Do the main shopping 1–2 days ahead, but collect fresh produce on the day itself. Chill drinks several hours before guests arrive, and keep backup coolers available if the venue refrigerator is small.
Allow 90 minutes for room setup. Arrange tables, chairs, the clothing rack, table settings, decorations and the memorial corner before testing the Bluetooth speaker, microphone, extension cords and power strips.
Prepare the coffee station and snacks before the reception starts, including cups, thermos flasks, plates, pastry forks and serving utensils. Put waste bins where guests can see them so used plates and glasses do not collect on tables.

Frequently asked questions

How far in advance should I plan a farewell reception?: Begin at least four weeks before the reception. Reserve the room first, send invitations within the next week, and set the registration deadline 7–10 days before the event.
When should I order catering for a farewell reception?: Wait until registrations close so the order reflects the confirmed guest count and dietary requirements. Place the final catering order about five days before the reception, then confirm it again 1–2 days beforehand.
How much time do I need to set up a farewell reception?: Allow 90 minutes for the room setup and add 30 minutes for final checks. Sound equipment, chilled drinks, coffee and the memorial corner should be ready before the first guest arrives.
When should I buy food and drinks for a farewell reception?: Buy packaged items and drinks 1–2 days ahead, then collect fresh produce on the day. Chill drinks several hours before the start and pick up the cake close to serving time.

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.