How to organise an anniversary lunch

An anniversary lunch works best when you lock down the guest count, venue timing and menu before buying food or setting tables. Start with invitations and dietary requirements, then confirm the final number and plan the buffet around it. In the final week, separate non-perishable shopping from fresh groceries and check tableware, equipment and seating. On the day, set up the room first, keep drinks chilled and leave enough time to prepare soup, salads, sandwiches and coffee.

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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm final number
6
Confirm venue and times
7
Finalize menu and diet list
2 people
8
Order catering supplies
9
Choose decorations
10
Assemble the music playlist
11
Prepare speech
12
Arrange the table layout
13
Make name badges
14
Check the shopping list
15
Do non-perishable shopping
2 people
16
Buy fresh groceries
2 people
17
Chill drinks
2 people
18
Check tableware
19
Test equipment
20
Prepare bread and pastries
2 people
21
Prepare soup
2 people
22
Prepare salads
2 people
23
Set out sandwiches and spreads
2 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set the tables
3 people
27
Hang decorations
2 people
28
Set up the buffet
3 people
29
Prepare coffee and tea
2 people
30
Set up the reception desk
2 people

Event

31
Welcome guests
3 people
32
Serve welcome drinks
2 people
33
Open the lunch buffet
2 people
34
Serve lunch
4 people
35
Refill buffet
2 people
36
Refill drinks
2 people
37
Cut the cake
2 people
38
Serve coffee and tea
2 people
39
Give a speech
40
Provide music
41
Pack leftovers safely
2 people
42
Collect waste
2 people

Aftercare

43
Clear away dishes
3 people
44
Take down tables and chairs
3 people
45
Wash dishes
3 people
46
Clean the kitchen
2 people
47
Clean the room
2 people
48
Remove decorations
2 people
49
Take waste to the bins
2 people
50
Return borrowed items
2 people
51
Store leftover items

What to bring

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

Furniture

Buffet tablesqty 3
Dining tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 50
Forksqty 50
Knivesqty 50
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Serving tongsqty 6
Soup bowls for buffetqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot boxesqty 4
Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Balloonsqty 40
Balloon arch
Table decorationsqty 6
Name badgesqty 45
Anniversary number decoration
Vasesqty 6

Lighting

String lightsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning spongesqty 6
Dish brushesqty 3

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the lunch. Use the final guest count to confirm catering, seating, name badges and dietary requirements rather than estimating from the invitation list.
Confirm the venue access and serving times at least one week ahead. Ask when tables, chairs, buffet equipment and power can be set up, especially if coffee machines, kettles or hot boxes need extension cords.
Buy shelf-stable supplies several days early, then purchase bread, pastries, salad ingredients and other fresh groceries one day before the lunch. This prevents last-minute shopping while keeping fresh food in good condition.
Plan the buffet flow before arranging the tables: put plates and soup bowls first, then soup, salads, sandwiches and spreads, with serving spoons and tongs beside each dish. Keep drinks and coffee in a separate area to reduce queues.
Allow at least 90 minutes for room setup before guests arrive. Put out tablecloths, place settings and name badges first, then test the speaker and coffee equipment, chill drinks and finish the fresh food.

Frequently asked questions

How far in advance should I send anniversary lunch invitations?: Send invitations 4 to 6 weeks before the lunch and set the RSVP deadline about 10 days before it. That leaves enough time to process registrations, collect dietary requirements and confirm the final number.
When should I confirm the guest count for an anniversary lunch?: Confirm the final number 7 to 10 days before the event. Use it to finalise the menu, diet list, catering supplies, seating plan and number of name badges.
How much time do I need to set up an anniversary lunch?: Allow at least 90 minutes for tables, chairs, tablecloths, tableware, decorations and the buffet. Add another 30 minutes if you need to test coffee equipment, hot boxes, coolers or audio equipment.
When should I buy food for an anniversary lunch?: Buy non-perishable items 3 to 5 days ahead and fresh groceries the day before. Prepare items such as soup, salads, sandwiches and spreads close to serving time, and chill drinks several hours before guests arrive.

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.