How to organise an anniversary party

An anniversary party runs more smoothly when you make the decisions in the right order. Start with the date, guest list and venue, then build the programme around speeches, music, photos and the guest of honour. Catering, dietary requirements and tableware need firm deadlines, while drinks, fresh food and the cake belong to the final days. This guide focuses on the details that are easy to overlook, from speaker briefings to the run sheet and equipment checks.

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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 guest list
2 people
2
Determine venue and room layout
2 people
3
Design invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create the program and schedule
2 people
8
Select music and speeches
2 people
9
Collect photos and anniversary materials
2 people
10
Brief speakers and the honoree
2 people
11
Make reservations
12
Place catering order
2 people
13
Order thank-you gifts
14
Make name badges
2 people
15
Print menus
16
Print the run sheet
17
Check the guest list
2 people
18
Check final dietary requirements
2 people
19
Do the shopping
3 people
20
Collect fresh produce
2 people
21
Picking up the cake
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Check dishes and glassware
2 people
25
Test equipment
2 people
26
Set up chairs and tables
4 people
27
Set up buffet tables
3 people
28
Set up the cloakroom
2 people
29
Set up welcome desk
2 people
30
Build the photo wall
3 people
31
Hang decorations
4 people
32
Set up lighting
2 people
33
Set up sound system
2 people
34
Test the music playlist
2 people
35
Set out buffet dishes
4 people
36
Arrange snacks on platters
3 people
37
Prepare coffee and tea
2 people
38
Set out name badges
2 people
39
Check toilets
2 people
40
Brief the welcome team
2 people

Event

41
Welcome guests
3 people
42
Serve welcome drinks
3 people
43
Take coats
2 people
44
Serve snacks
3 people
45
Guide guests to their seats
2 people
46
Announce the welcome speech
47
Guide speeches
2 people
48
Display photos
2 people
49
Open the buffet
2 people
50
Serve the buffet
5 people
51
Refill drinks
3 people
52
Restock buffet dishes
3 people
53
Collect used dishes
3 people
54
Cut the cake
2 people
55
Serve cake
3 people
56
Hand out thank-you gifts
2 people
57
Coordinate music and dancing
2 people
58
Announce the final round
59
See off guests
3 people

Aftercare

60
Store drinks safely
2 people
61
Store food chilled
3 people
62
Collect waste
3 people
63
Wash dishes
4 people
64
Clear tables and chairs
4 people
65
Remove decorations
3 people
66
Tear down audio equipment
2 people
67
Clean the venue
4 people
68
Empty coolers
2 people
69
Distribute leftover food
2 people
70
Inventory materials
2 people
71
Return borrowed materials
2 people
72
Archive photos and documents
73
Send thank-you messages
2 people

What to bring

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

Furniture

Beer tablesqty 8
Chairsqty 85
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 90
Waste binsqty 6

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutlery setsqty 90
Serving plattersqty 16
Serving spoonsqty 12
Cake forksqty 90
Cake knifeqty 2

Decorations

Tableclothsqty 12
Napkin holdersqty 10
Balloonsqty 120
Balloon pumpsqty 3
Buntingqty 12
Table decorationsqty 12
Photo backdrop
Photo wall standsqty 2
Name badgesqty 90
Menusqty 12
Gift table sign

Equipment

Bluetooth speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 3
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Chafing dishesqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Ice cube traysqty 4

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the date, guest list and venue before designing invitations. Allow at least 2–3 weeks for replies, then use the registrations to confirm catering quantities and dietary requirements.
Fix the programme before booking every other element. Give each speech a time slot, brief speakers and the guest of honour, and print a run sheet so the organiser is not relying on memory.
Plan the room around how guests will move: place buffet tables where queues will not block seating, keep the gift table visible, and provide coat racks and hangers near the entrance.
Check tableware against the actual service, not just the guest count. For each guest, allow a dinner plate, dessert plate, water glass and cutlery set, then add the specific glasses and serving pieces needed for drinks and cake.
Leave the last 48 hours for fresh food, chilling drinks, collecting the cake and testing equipment. Check the final guest list and dietary requirements before shopping, and keep cake forks, a cake knife and waste bins ready.

Frequently asked questions

How far in advance should I send anniversary party invitations?: Send invitations about 6–8 weeks before the party when possible. Set an RSVP deadline 2–3 weeks before the event so you can confirm catering, seating and dietary requirements.
When should I finalise the anniversary party programme?: Finalise the programme at least 7 days before the party. Brief speakers and the guest of honour by then, and print the final run sheet no later than the day before.
How much food and drink should I plan for an anniversary party?: Use the confirmed guest list as your starting point and order catering after the RSVP deadline. For drinks, plan roughly 2–3 drinks per person during the first hour, then adjust for the length and style of the party.
What should I do the day before an anniversary party?: Check the guest list and dietary requirements, do the main shopping, chill drinks, inspect dishes and glassware, and test sound or other equipment. Leave only fresh produce and the cake pickup for the final day where possible.

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.