How to organise an anniversary conference

An anniversary conference needs more than a good programme. You have to lock in the date and venue, confirm speakers, manage registrations and dietary requirements, and make sure every presentation and microphone works before guests arrive. Start with the programme and room capacity, then build the guest communication and supplier deadlines around them. On the day, registration, catering, seating and technical checks must happen in a fixed order so the opening session starts on time.

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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
Confirm date and location
2 people
2
Create the program
2 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Design invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send reminder
10
Book catering
2 people
11
Carry out a site visit
2 people
12
Plan the room layout
2 people
13
Collect presentations
14
Check presentations
2 people
15
Print the run sheet
16
Prepare name badges
2 people
17
Print participant list
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Collect materials
2 people
22
Test the equipment
2 people
23
Send speaker briefing

Event

24
Open hall
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up the stage and speaking area
3 people
28
Connect the projector
2 people
29
Test microphones
2 people
30
Set up presentations
31
Set up registration desk
2 people
32
Set up coffee station
3 people
33
Set up buffet
4 people
34
Hang decorations
3 people
35
Hang wayfinding signs
2 people
36
Welcome speakers
2 people
37
Give technical briefing
2 people
38
Staff the registration desk
3 people
39
Welcome guests
4 people
40
Hand out name badges
2 people
41
Serve coffee and tea
3 people
42
Guide the opening
2 people
43
Support presentations
2 people
44
Refill drinks
2 people
45
Serve break snacks
3 people
46
Collect questions from the audience
2 people
47
Facilitate the group photo
3 people
48
Set out snacks
3 people
49
Open the dinner buffet
4 people
50
Restock the buffet
3 people
51
Collect tableware
3 people
52
Assist with anniversary speech
2 people
53
Cut the cake
3 people
54
Serve coffee after dinner
3 people
55
Guide farewell guests
3 people

Aftercare

56
Switch off the equipment
2 people
57
Chill food leftovers
2 people
58
Collect tableware
3 people
59
Separate waste
3 people
60
Clear tables and chairs
5 people
61
Clean the room
4 people
62
Check toilets
2 people
63
Remove decorations
3 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Clear away leftover catering
2 people
67
Thank speakers
68
Send participant message
69
Share photos

What to bring

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

Furniture

Conference chairsqty 100
Tablesqty 14
Buffet tablesqty 4
Registration desk
Lectern
Stage sectionsqty 4
Coat racksqty 3

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 110
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving spoonsqty 12
Serving boardsqty 10
Small bowlsqty 20

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Presentation clicker
Flip chartqty 2
Flipchart markersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving plattersqty 12

Decorations

Balloonsqty 100
Balloon standsqty 4
Anniversary bannerqty 2
Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 100
Name badge holdersqty 100
Directional signsqty 10

Lighting

LED string lightsqty 6
LED spotlightsqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Broom setsqty 2
Vacuum cleaner

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm session lengths, breaks and speaker handovers first, then allow time for registration and a final technology check before the opening.
Give speakers a firm presentation deadline, ideally at least 7 days before the conference. Check every file on the event laptop and projector instead of relying on last-minute email attachments.
Use the registration data to plan catering and seating. Collect dietary requirements when people register, then send the final numbers and menu information to the caterer several days before the event.
Schedule the venue visit before the room layout is final. Measure where the registration table, buffet tables, stage sections, lectern, projector and screen will go, and identify power points for the mixer, speakers and laptop.
Prepare the morning run sheet in two versions: one for the organising team and one for speakers. Print the run sheet, participant list and name badges before setup, and test wireless microphones, HDMI cables and the presentation clicker before doors open.

Frequently asked questions

How far in advance should I organise an anniversary conference?: Start at least 3 to 6 months ahead if you need external speakers, catering and a suitable venue. Confirm the date, location and programme framework first, then set deadlines for invitations, registrations and presentations.
When should I send anniversary conference invitations?: Send the first invitations 8 to 12 weeks before the conference, once the date, venue and main programme details are confirmed. Send a reminder about 2 weeks before the event and close the final catering count several days before it.
How many microphones do I need for a conference?: Plan at least one microphone for the presenter and one for audience questions when the format includes discussion. Test every wireless microphone with the mixer and speakers before guests arrive, and keep a microphone stand available for fixed speaking positions.
When should conference presentations be collected?: Ask speakers to submit presentations at least 7 days before the conference. Check the files on the actual laptop and projector, then keep a final copy with the run sheet so the programme does not depend on last-minute downloads.

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.