How to organise a jubilee party without last-minute chaos

Start by fixing the date, venue and budget before booking anything else. Then build the programme, confirm the music, send invitations and track registrations so you know how many people you are feeding. Catering, cake and drinks need firm deadlines, especially when dietary requirements are involved. In the final week, confirm the guest list and deliveries; on the day, check the venue before setting up tables, chairs, buffet areas and sound equipment.

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
Confirm date and location
2 people
2
Prepare the budget
2 people
3
Compile program
3 people
4
Confirm music lineup
2 people
5
Design invitation
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send reminder
10
Create final guest list
2 people
11
Order catering
2 people
12
Order cake
13
Order drinks
14
Make reservations
2 people
15
Reserve music equipment
16
Purchase decorations
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Set out drinks chilled
3 people
20
Picking up the cake
21
Open venue
2 people
22
Check the venue
2 people
23
Receive deliveries
2 people
24
Set up tables and chairs
4 people
25
Set up buffet tables
3 people
26
Set up registration desk
2 people
27
Set up the stage and music area
3 people
28
Connect sound equipment
2 people
29
Test microphones
2 people
30
Test the lighting
2 people
31
Hang decorations
4 people
32
Set up the photo booth
2 people
33
Lay out name badges
2 people
34
Set out tableware and cutlery
3 people
35
Set up coffee station
2 people
36
Set out buffet dishes
4 people
37
Prepare snacks
4 people
38
Set out drinks
3 people
39
Set up presentations
2 people
40
Brief the welcome team
3 people
41
Brief the catering team
4 people

Event

42
Welcome musicians
2 people
43
Welcome guests
4 people
44
Register attendance
2 people
45
Serve welcome drinks
3 people
46
Serve coffee and tea
2 people
47
Give the opening speech
48
Coordinate the music performance
2 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Take photos
52
Honor anniversary celebrants
2 people
53
Open the dinner buffet
2 people
54
Refill buffet
3 people
55
Serve diet meals
2 people
56
Clear away dishes
3 people
57
Cut and serve cake
3 people
58
Announce evening program
59
Support the evening performance
2 people
60
Provide dance music
2 people
61
Announce the final round
62
See off guests
3 people

Aftercare

63
Turn off the sound equipment
2 people
64
Pack leftover food
3 people
65
Collect waste
4 people
66
Clear tables and chairs
4 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Remove decorations
3 people
70
Return equipment
2 people
71
Return furniture
2 people
72
Collect lost and found items
73
Take out the trash
2 people
74
Clean coolers
2 people
75
Return supplies
2 people
76
Return keys
77
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Stoolsqty 8
Tableclothsqty 12
Coat racksqty 2

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Lighting

Atmosphere lightsqty 8
String lightsqty 6
Spare batteriesqty 24

Decorations

Balloonsqty 150
Balloon archqty 2
Party buntingqty 12
Table decorationsqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 120
Pensqty 20

Catering

Groceries

Tips

Set the date, location and budget first, then use the budget to decide how much can go to catering, drinks, music and decorations. Keep a small reserve for last-minute purchases.
Send invitations early enough to allow a clear RSVP deadline, then collect dietary requirements with each registration. Send a reminder before closing the final guest list so the catering order is based on real numbers.
Book catering, the cake, drinks and any reservations only after you have a reliable headcount. Arrange cake pickup and delivery times in advance; these are easy details to leave until the event day.
Treat the programme and music setup as one schedule. Confirm the lineup, reserve the speakers, mixer, microphones and stands, and check that extension cords and power strips reach the planned equipment positions.
Open and inspect the venue before guests arrive. Allow time to receive deliveries, chill drinks, arrange tables and chairs, set up buffet tables, and check tableware, coffee equipment and serving items before the programme starts.

Frequently asked questions

How far in advance should I send jubilee party invitations?: Send invitations around 6 to 8 weeks before the party, with an RSVP deadline about 3 weeks before it. Send a reminder 7 to 10 days before the deadline so you can finalise catering and the guest list.
When should I order food and drinks for a jubilee party?: Place the main catering and drinks orders as soon as registrations close, usually 2 to 3 weeks before the event. Confirm quantities and dietary requirements again with the supplier at least 5 to 7 days beforehand.
How early should I arrive to set up a jubilee party?: Allow at least 3 hours before guests arrive for a venue check, deliveries, furniture, buffet tables, decorations and sound equipment. Add extra time if the venue does not provide tables, chairs or power access.
How many drinks should I plan per guest for a jubilee party?: For the first hour, plan on roughly 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water, coffee and tea, and keep chilled drinks ready 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.