How to organise a senior afternoon

A senior afternoon runs smoothly when you settle practical details before the room is opened. Start with invitations and registrations, then record dietary needs, transport requirements and the final attendance list. Confirm the room and refreshments early, because cakes, sandwiches and suitable seating are easy to arrange too late. On the day, allow time for ventilation, table and chair setup, coffee preparation, signage and a proper sound check before guests arrive.

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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Inventory transport needs
5
Create the attendance list
6
Confirm reservations
7
Print the program
8
Make name badges
2 people
9
Do the shopping
2 people
10
Pick up cakes and sandwiches
2 people
11
Check materials
2 people
12
Make route and parking signs
13
Open hall
2 people
14
Ventilate the hall
15
Set up tables
3 people
16
Set up chairs
3 people
17
Set tables
3 people
18
Hang decorations
2 people
19
Set up the reception table
2 people
20
Prepare coffee and tea
2 people
21
Prepare snacks
3 people
22
Test sound equipment
2 people
23
Set up music
24
Set up signage
2 people
25
Brief volunteers

Event

26
Welcome guests
4 people
27
Hand out name badges
2 people
28
Take coats
2 people
29
Serve coffee and tea
3 people
30
Deliver the welcome speech
31
Serve snacks
3 people
32
Lead activity
3 people
33
Refill drinks
2 people
34
Provide music
35
Cut the cake
2 people
36
Serve cake and fruit
3 people
37
Guide guests to transportation
3 people

Aftercare

38
Collect tableware
3 people
39
Clear away food and drinks
2 people
40
Collect waste
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
3 people
43
Remove decorations
2 people
44
Clean the room
3 people
45
Switch off equipment
46
Store materials
2 people
47
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 60
Coat racksqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Small platesqty 60
Large platesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Cake serversqty 2
Coolersqty 2

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 7
Buntingqty 4
Flower arrangementsqty 7
Name badgesqty 60
Pensqty 10
Program leafletsqty 60
Route signsqty 4
Tapeqty 3
Scissorsqty 3

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning clothsqty 10

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the afternoon. Use the final attendance list to confirm seating, dietary requirements, transport needs and the number of name badges.
Plan the room setup around easy movement: place tables and chairs before setting the tables, and leave clear routes to the entrance, toilets and refreshments. Check coat racks and any extra stools before volunteers arrive.
Collect cakes and sandwiches no later than 60 minutes before serving. Keep chilled items cool, prepare serving platters and trays in advance, and allow time to make coffee and tea rather than doing both jobs at once.
Test the microphone and portable speaker while the hall is still empty, including extension cords and power strips. A short sound check 30 minutes before guests arrive catches loose connections and awkward volume levels.
Give volunteers a written briefing before doors open, covering reception, name badges, directions, refreshments and transport questions. Put route and parking signs up before the first guest arrives, not when someone is already looking for the entrance.

Frequently asked questions

How far in advance should I send invitations for a senior afternoon?: Send invitations at least 3 to 4 weeks in advance and set a registration deadline about 7 days before the event. This leaves time to process replies, collect dietary requirements and confirm transport needs.
How long does it take to set up a senior afternoon?: Allow 2 to 3 hours for a full setup, including ventilation, tables, chairs, table settings, decorations, the reception table and signage. Add another 30 minutes for the microphone, speaker and music check.
When should I buy or collect food for a senior afternoon?: Do the main shopping 1 to 2 days beforehand and collect cakes and sandwiches on the day, ideally 60 to 90 minutes before serving. This gives you time to arrange platters, prepare drinks and keep perishable food cool.
What should I check before guests arrive at a senior afternoon?: Use the final attendance list, check name badges and dietary information, and confirm that the room is ventilated and safely arranged. Finish the volunteer briefing and sound check at least 30 minutes before opening the doors.

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.