How to organise an anniversary members’ day

An anniversary members’ day needs more than a date, a room and a buffet. Start by fixing the programme and venue, then work backwards from the event to manage invitations, registrations, catering and equipment. The final guest count drives the diet list, table layout, name badges and quantities to buy. Most problems happen when reminders, presentation equipment or chilled drinks are left until the last day, so give each check a clear deadline.

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
Set the date and program
3 people
2
Reserve the venue and hall
3
Make catering arrangements
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Register sign-ups
7
Confirm registrations
8
Collect dietary requirements
9
Send the program to members
10
Determine the final number of guests
2 people
11
Send diet list to caterer
12
Arrange the table layout
2 people
13
Set up the room layout
2 people
14
Prepare name badges
2 people
15
Print the run sheet
16
Print attendance list
17
Assemble the music playlist
18
Prepare presentation
2 people
19
Send a reminder to members
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Fill coolers
2 people
24
Sort decorations
2 people
25
Bring materials to the venue
3 people
26
Open hall
2 people
27
Check the lighting and power
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up buffet tables
3 people
31
Set up the registration table
2 people
32
Lay out name badges
33
Hang decorations
3 people
34
Build the photo wall
2 people
35
Connect sound equipment
2 people
36
Test presentation
2 people
37
Set up coffee station
2 people
38
Set out drinks
2 people
39
Prepare snacks
4 people
40
Set out buffet dishes
4 people
41
Check toilets
42
Place waste stations
2 people
43
Brief reception team
3 people

Event

44
Welcome guests
3 people
45
Register attendance
2 people
46
Hand out name badges
2 people
47
Serve welcome drinks
3 people
48
Serve coffee and tea
2 people
49
Serve snacks
3 people
50
Deliver the welcome speech
51
Start the anniversary presentation
2 people
52
Take group photo
2 people
53
Guide the afternoon program
3 people
54
Refill drinks
2 people
55
Restock the coffee station
56
Serve aperitifs
3 people
57
Open the dinner buffet
3 people
58
Refill the dinner buffet
4 people
59
Serve diet meals
2 people
60
Cut the cake
2 people
61
Serve pastries and coffee
3 people
62
Honor anniversary celebrants
3 people
63
Provide music
64
Coordinate the photo wall
65
Serve the last round
2 people
66
See off guests
3 people

Aftercare

67
Pack leftovers safely
3 people
68
Collect waste
3 people
69
Pre-rinse tableware
3 people
70
Clear tables
4 people
71
Stack chairs
3 people
72
Remove decorations
3 people
73
Switch off equipment
2 people
74
Clean the kitchen
4 people
75
Clean the room
4 people
76
Clean the restrooms
2 people
77
Collect lost and found items
78
Lock up the venue
2 people
79
Return materials
3 people
80
Empty and clean coolers
2 people
81
Wash dishes
3 people
82
Check leftovers
2 people
83
Store usable decorations
2 people
84
Take waste to the collection point
2 people
85
Collect guest photos
86
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Registration desk
High tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 100
Pastry platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Coffee potsqty 4
Water jugsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Laptops
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 3

Decorations

Balloonsqty 100
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 10
Napkin holdersqty 10
Table decorationsqty 10
Photo backdrop
Photo wall propsqty 12
Photo framesqty 10
Name badgesqty 100
Pensqty 20

Lighting

LED light stringsqty 6
LED table lampsqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cake serverqty 2
Bread knivesqty 2
Aluminum foilqty 2
Cling filmqty 2
Serving apronsqty 6
Food warmersqty 6
Ice cube traysqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Washing-up bowlsqty 2
Rubber glovesqty 6

Catering

Groceries

Tips

Set the date, programme and venue before drafting invitations. Include the registration deadline in the invitation, then allow at least 7 days between that deadline and the event to confirm numbers and send dietary requirements to the caterer.
Keep one registration list with names, attendance status and dietary requirements. Send a reminder 7 days before the members’ day and use the confirmed total—not the number invited—to finalise catering, seating and name badges.
Prepare the room plan before bringing materials to the venue. Mark the registration desk, buffet tables, seating, high tables and coat racks, and check that the presentation area has a clear view of the projection screen.
Test the laptop, projector, screen, speakers and microphone at the venue at least 2 hours before guests arrive. Pack extension cords, power strips and charging cables with the equipment rather than assuming the venue will provide them.
Do the last shopping check 1 day beforehand. Chill drinks, fill the coolers and group tableware, serving utensils, coffee equipment and decorations together so setup does not depend on finding missing items during registration.

Frequently asked questions

How far in advance should I organise an anniversary members’ day?: Set the date and reserve the venue at least 8 weeks ahead if members need invitations and catering. Send invitations 4–6 weeks before the event, with a firm registration deadline.
When should I send the final guest numbers to the caterer?: Close registrations 7–10 days before the members’ day and confirm the final number within 2 working days. Send the dietary requirements at the same time, then update the caterer immediately if numbers change.
When should I send a reminder to members?: Send the reminder 7 days before the event, including the start time, programme, venue details and any registration instructions. This leaves enough time to respond to late questions and adjust the attendance list.
How early should the room and AV equipment be set up?: Bring materials to the venue and start room setup at least 2 hours before guests arrive. Test the presentation, projector, speakers and microphone before placing the final table settings and opening the registration desk.

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.