How to organise an alumni event without last-minute chaos

Start by fixing the date, purpose and running order before contacting former students. Then build the guest list, send invitations and leave enough time to process registrations, dietary requirements and reminders. The final week is for confirming numbers, printing name badges and checking catering. On the day, access, seating, registration, food, drinks and sound equipment need to be ready before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Compile the guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Send reminder to guests
7
Create final guest list
2 people
8
Prepare name badges
2 people
9
Print the program
10
Prepare diet labels
11
Check catering order
2 people
12
Do the shopping
3 people
13
Chill drinks
2 people
14
Prepare snacks
4 people
15
Prepare the buffet menu
3 people
16
Inspect the space
2 people
17
Arrange keys and access
18
Set up tables and chairs
5 people
19
Set up buffet tables
3 people
20
Set up registration desk
2 people
21
Lay out name badges
22
Put up welcome sign
23
Hang decorations
3 people
24
Set up lighting
2 people
25
Test sound equipment
2 people
26
Set out dishes and glasses
3 people
27
Set up coffee station
2 people
28
Set out buffet dishes
4 people
29
Set aside diet meals
2 people
30
Hold team briefing
4 people

Event

31
Staff the registration desk
2 people
32
Welcome guests
3 people
33
Hand out name badges
2 people
34
Serve welcome drinks
3 people
35
Serve snacks
4 people
36
Refill drinks
2 people
37
Serve coffee and tea
2 people
38
Guide guests to the program
2 people
39
Deliver the welcome speech
40
Introduce the speaker
41
Guide presentation
2 people
42
Pass around the microphone
43
Host the networking drinks reception
3 people
44
Open the buffet
2 people
45
Serve the buffet
5 people
46
Restock the buffet
3 people
47
Serve diet meals
2 people
48
Clear plates and glasses
3 people
49
Serve dessert
3 people
50
Facilitate the group photo
2 people
51
Operate the music
52
Announce the final round
53
See off guests
3 people

Aftercare

54
Pack leftover food
3 people
55
Collect waste
3 people
56
Wash dishes
4 people
57
Clear buffet
3 people
58
Put furniture back
4 people
59
Remove decorations
2 people
60
Switch off equipment
2 people
61
Clean the room
4 people
62
Check toilets
63
Count inventory
64
Clean materials
3 people
65
Return borrowed items
2 people
66
Store leftovers
2 people
67
Register lost and found items
68
Send thank-you message
69
Share photos with guests
70
Archive registration details
71
Dispose of the last waste
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 3
Clothes hangersqty 100

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12

Equipment

Portable speaker
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2
Camera
Tripod

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Storage binsqty 12

Decorations

Welcome sign
Tableclothsqty 10
Name badgesqty 100
Name badge holdersqty 100
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 8

Lighting

String lightsqty 6
Table lampsqty 8
Batteriesqty 24

Catering

Buffet platesqty 16
Drink dispensersqty 4
Bread basketsqty 6
Napkin holdersqty 8
Serving traysqty 8
Carafesqty 12
Ice packsqty 12
Groceries

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Vacuum cleaner
Cleaning glovesqty 6

Paper goods

Registration listsqty 4
Program flyersqty 100
Pensqty 20
Arrow stickersqty 20
Diet labelsqty 30

Tips

Set the date and programme before sending invitations, then allow at least three weeks for replies and follow-up. A clear running order also tells speakers when the wireless microphone and portable speaker must be tested.
Close registration with a firm deadline 7 to 10 days before the event. Use the final guest list to confirm catering quantities, prepare name badges and label meals for dietary requirements.
Inspect the venue at least one week in advance. Check keys, access times, table and chair locations, power sockets, extension cords and where the registration and buffet tables will stand.
Do the shopping and check the catering order two or three days before the event. Chill drinks in coolers early enough, and keep water, coffee, snacks and serving equipment separate from the meal service.
Begin setup at least three hours before guests arrive. Put out name badges and programmes, place the welcome sign, test the sound equipment and keep power banks available for registration or photography.

Frequently asked questions

How far in advance should I organise an alumni event?: Start planning at least 8 to 12 weeks ahead, especially if former students are spread across different places. Set the date and programme first, then send invitations early enough to collect registrations and dietary requirements.
When should I send alumni event invitations?: Send the first invitation about 6 to 8 weeks before the event. Close registrations 7 to 10 days beforehand, then send a reminder and use the final numbers for catering, name badges and seating.
How early should I arrive to set up an alumni event?: Allow at least 3 hours for setup. This gives you time to arrange tables and chairs, prepare the registration and buffet tables, chill drinks, place signage and test the microphone and speaker.
How do I organise catering for an alumni event?: Confirm the catering order 2 to 3 days before the event, using the final guest count and collected dietary requirements. Prepare separate labels for special meals and check that plates, cutlery, serving platters and tongs are available before service starts.

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.