How to organise a senior afternoon without last-minute problems

A senior afternoon runs smoothly when you settle practical details before planning the programme. Start by confirming the date and venue, then collect registrations, dietary requirements, emergency contacts and transport needs. Build the room around comfortable seating, clear access and a buffet that is easy to use. On the day, allow time to ventilate the hall, prepare coffee and soup, check the microphone and welcome guests with a printed visitor list and name badges.

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
Send invitations
2 people
3
Assess transportation needs
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Register emergency contacts
7
Choose the program and music
2 people
8
Make a reservation for equipment
9
Order the meal and catering
2 people
10
Check the shopping list
11
Check the route and parking lane
2 people
12
Print the visitor list
13
Prepare name badges
2 people
14
Do the shopping
2 people
15
Prepare snacks
3 people
16
Chill drinks
2 people
17
Prepare soup and bread
3 people
18
Open venue
2 people
19
Ventilate the hall
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set out tableware
2 people
23
Set up the buffet and coffee table
3 people
24
Hang decorations
2 people
25
Test music and microphone
2 people
26
Set up entrance and cloakroom
2 people

Event

27
Staff the reception desk
2 people
28
Welcome visitors
3 people
29
Serve coffee and tea
3 people
30
Support the program
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Guide visitors to the buffet
2 people
34
Serve soup and bread
4 people
35
Clear tables
3 people
36
Provide music
37
Serve coffee and dessert
3 people
38
Say goodbye to visitors
3 people
39
Assist with cloakroom and transport
2 people

Aftercare

40
Wash dishes
3 people
41
Collect waste
2 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Switch off equipment
2 people
45
Return borrowed items
2 people
46
Store leftover food safely
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2
Stoolsqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Glassesqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee spoonsqty 60

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 3
Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Serving spoonsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Scissorsqty 2
Serving plattersqty 8
Serving tongsqty 4
Thermos flasksqty 5

Decorations

Tableclothsqty 7
Flower arrangementsqty 7
Buntingqty 6
Balloonsqty 40
Name badge holdersqty 60

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations at least 7 days before the event and use the final list to check dietary requirements, emergency contacts and transport needs. This prevents late changes to catering and seating.
Check the route, parking lane and entrance before sending invitations. If guests may need help getting from transport to the hall, arrange that support no later than 3 days beforehand.
Set tables and chairs before placing tableware, then leave clear walking space around the buffet and coffee table. Put coat racks where guests can reach them without blocking the entrance.
Reserve coffee machines, kettles, soup kettles, the microphone and speaker early enough to test every connection before guests arrive. Keep extension cords and power strips out of walking routes.
Prepare the food service in stages: chill drinks, prepare snacks, and set out soup, bread and coffee supplies close to serving time. Count cups, glasses, plates and cutlery against the confirmed guest list before opening the venue.

Frequently asked questions

How far in advance should I plan a senior afternoon?: Confirm the date and location at least 4 weeks ahead, especially if you need equipment or catering. Finalise registrations and dietary requirements about 7 days before the afternoon.
How do I organise transport for a senior afternoon?: Ask about transport needs when invitations are sent and review the answers 7 days before the event. Check the route, parking lane and entrance at least 3 days beforehand so arrival assistance can be assigned.
What should I prepare on the morning of a senior afternoon?: Open and ventilate the hall, arrange tables and chairs, set out tableware, and prepare the buffet and coffee table. Test the microphone and music at least 60 minutes before guests arrive.
How many name badges and visitor-list copies do I need?: Prepare one name badge for every registered guest, plus 5 extra badges for late changes. Print at least 2 copies of the visitor list: one for reception and one for the organiser.

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.