How to organise a reunion without last-minute chaos

A reunion works best when you treat it as two projects: getting people there and creating an evening that feels personal. Start by confirming the date and venue, then build the guest list from registrations before planning food, seating and name badges. Memories, old photos and music need collecting early because they depend on other people. In the final week, focus on quantities, dietary information, technology and transport to the venue. On the day, open the room first, test the presentation and music, then set up the food and welcome area.

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
Send invitations
2 people
3
Process registrations
2 people
4
Send reminder to invitees
5
Collect dietary requirements
6
Create final guest list
2 people
7
Determine the table layout
2 people
8
Make name badges
2 people
9
Collect photos and memories
3 people
10
Assemble the music playlist
11
Create a presentation with old photos
2 people
12
Calculate catering quantities
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Mark Allergens on Dishes
18
Bring materials to the venue
3 people
19
Open and check the room
2 people
20
Set up tables and chairs
4 people
21
Set up buffet tables
2 people
22
Hang up decorations
3 people
23
Set up the photo booth
2 people
24
Test presentation and music
2 people
25
Lay out name badges
2 people
26
Set up the buffet and drinks table
4 people

Event

27
Staff the reception desk
2 people
28
Welcome guests
3 people
29
Hand out name badges
2 people
30
Serve coffee and tea
2 people
31
Present snacks
2 people
32
Refill drinks
2 people
33
Restock the buffet
3 people
34
Provide a presentation with photos
2 people
35
Take group photo
2 people
36
Collect used dishes
2 people
37
See off the last guests
2 people

Aftercare

38
Clear away food and drinks
3 people
39
Wash dishes and glasses
3 people
40
Collect and sort waste
2 people
41
Clean the room
3 people
42
Put tables and chairs back
4 people
43
Remove decorations
2 people
44
Return materials
3 people
45
Return borrowed items
2 people
46
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Laptops
Monitor screen
HDMI cable
Bluetooth speakerqty 2

Lighting

Mood lightingqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Photo backdrop
Photo framesqty 12
Vasesqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2
Reusable dish towelsqty 12

Catering

Name badgesqty 90
Pensqty 12
Napkinsqty 200
Groceries

Tips

Set a firm RSVP deadline and send one reminder before it passes. Create the final guest list only after registrations are processed, so catering quantities, seating and name badges are based on confirmed guests.
Ask for dietary requirements with the invitation and check them again when the final list is made. Label allergens on the dishes at the buffet rather than relying on guests to remember what they selected.
Collect photos and memories at least two weeks before the reunion, then assemble the old-photo presentation and playlist. Test the laptop, monitor, HDMI cable and Bluetooth speaker at the venue before guests arrive.
Plan the room around the way people will move: tables and chairs first, buffet tables away from the entrance, and the photo booth where it will not block serving or conversation. Lay out name badges near the welcome point.
Keep chilled drinks, snacks and serving equipment separate from decorations and presentation materials when transporting them. Open and check the room before setup, and allow enough time to chill drinks, prepare food and fix missing furniture or tableware.

Frequently asked questions

How far in advance should I start organising a reunion?: Start at least 6 to 8 weeks before the event. Confirm the date and location first, send invitations next, and collect registrations, dietary requirements, photos and memories before finalising food and room arrangements.
When should I send reunion invitations and reminders?: Send the invitations 6 to 8 weeks before the reunion and set an RSVP deadline about 3 weeks before it. Send a reminder 7 to 10 days before the deadline, then use the final guest list for catering, seating and name badges.
How much food and drink do I need for a reunion?: Calculate quantities from the confirmed guest list, not the number of invitations. For drinks, allow roughly 2 to 3 per person during the first hour, then adjust for the event length and provide extra water, coffee and tea.
When should I set up the reunion venue?: Bring the materials to the venue and open the room at least 2 to 3 hours before guests arrive. Set up tables, chairs and buffet tables first, then decorations, the photo booth, name badges and food; test the presentation and music before the doors open.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!