How to organise an anniversary wedding without last-minute gaps

An anniversary wedding needs the structure of a wedding and the personal feel of a family celebration. Start by fixing the date and venue, then build the guest list, invitations and registration process before planning food, drinks and the evening programme. The final week is for confirming numbers, checking deliveries and buying fresh groceries. On the day itself, allow time to open and ventilate the venue, set up tables and decorations, chill drinks and check the toilets 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
Confirm date and location
2 people
2
Compile the guest list
2 people
3
Design invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create evening program
2 people
8
Determine menu and drinks list
2 people
9
Confirm reservations
10
Choose music and playlist
2 people
11
Inventory speeches
12
Arrange the table layout
2 people
13
Make name badges
2 people
14
Print the run sheet
15
Check deliveries
2 people
16
Check the shopping list
2 people
17
Do non-perishable shopping
2 people
18
Buy fresh groceries
2 people
19
Picking up the cake
20
Chill drinks
2 people
21
Sort decorations
2 people
22
Check tableware
2 people
23
Open venue
2 people
24
Ventilate the rooms
2 people
25
Check toilets
2 people
26
Set up tables
4 people
27
Set up chairs
4 people
28
Placing buffet furniture
2 people
29
Set Up Drink Table
2 people
30
Set table linen
3 people
31
Set out tableware
3 people
32
Set out cutlery
2 people
33
Set out glasses
2 people
34
Place name tags
2 people
35
Place menus
2 people
36
Hang decorations
4 people
37
Place flower arrangements
2 people
38
Hang lights
3 people
39
Set up photo table
2 people
40
Set out the guestbook
41
Set up the gift table
2 people
42
Set up the coffee corner
2 people
43
Prepare snacks
4 people
44
Prepare buffet dishes
4 people
45
Set aside special diet meals
2 people
46
Place cake in the fridge
2 people
47
Test the music
2 people
48
Lay out presentation materials
2 people

Event

49
Pour welcome drinks
3 people
50
Welcome guests
3 people
51
Welcome the honorees
2 people
52
Serve welcome snacks
3 people
53
Refill drinks
2 people
54
Facilitate the group photo
2 people
55
Announce speech
56
Guide speeches
57
Open the buffet
2 people
58
Serve the buffet
4 people
59
Refill buffet
2 people
60
Collect used dishes
2 people
61
Serve coffee and tea
3 people
62
Cut the cake
2 people
63
Serve cake
3 people
64
Provide music
65
Keep the dance floor clear
66
See guests off
2 people

Aftercare

67
Pack leftover food
2 people
68
Clear away drinks
2 people
69
Collect tableware
3 people
70
Clear tables
3 people
71
Sort waste
2 people
72
Clean the kitchen
3 people
73
Clean the restrooms
2 people
74
Clean the floors
2 people
75
Remove decorations
3 people
76
Dismantle furniture
4 people
77
Pack equipment
2 people
78
Collect lost and found items
79
Final venue check
2 people
80
Return rental items
2 people

What to bring

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

Furniture

Rectangular tablesqty 6
Chairsqty 60
Buffet tableqty 2
Drinks table
Gift table
Photo table
Coat rack
Table for DJ equipment

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Coffee spoonsqty 60
Dinner cutlery setsqty 70
Cake forksqty 70
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Carafesqty 8
Thermos flasksqty 4
Cake knife

Decorations

Table runnersqty 6
Cloth napkinsqty 70
Flower vasesqty 8
Artificial flowersqty 40
String lightsqty 6
LED candlesqty 24
Balloonsqty 80
Balloon ribbonqty 2
Photo framesqty 12
Welcome sign
Guest book
Pens for the guestbookqty 4
Name badgesqty 60
Menusqty 12
Gift bag
Photo propsqty 20
Table numbersqty 6

Equipment

Active speakersqty 2
Microphoneqty 2
Microphone stand
Mixer
Audio cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Laptop
Phone chargersqty 3
Coolersqty 3
Ice cube traysqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Serving plattersqty 10
Baking dishesqty 6
Aluminum foil dispenser
Kitchen tongsqty 6
Bread knivesqty 2
Cake stand
Coffee makerqty 2
Kettlesqty 2
Thermometerqty 2

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 2
Cleaning glovesqty 4
Waste binsqty 4
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the guest deadline at least 3 weeks before the celebration. Use the final registration list to confirm dietary requirements, seating, name badges, menu quantities and the number of dinner, dessert and coffee settings.
Plan the evening in blocks rather than leaving speeches and music open-ended. Allow around 10–15 minutes per speech, include transition time, and print one run sheet for the people coordinating the programme.
Separate shopping into two rounds: buy non-perishable items several days ahead, then buy fresh groceries 1–2 days before the event. Pick up the cake on the day or the day before, depending on how it must be stored.
Create distinct areas for the buffet, drinks, gifts, photos and coats. Keep the drinks table away from the buffet queue, and leave a clear surface for DJ equipment so service and speeches do not compete for space.
Start venue access at least 2 hours before guests arrive. Ventilate the rooms, check toilets, inspect tableware and deliveries, arrange the rectangular tables and chairs, then chill drinks and finish the decorations before the first welcome drink.

Frequently asked questions

How far in advance should I send anniversary wedding invitations?: Send invitations about 8–10 weeks before the event, with an RSVP deadline at least 3 weeks before it. That leaves enough time to process registrations, collect dietary requirements and confirm the menu and seating plan.
When should I finalise the menu and drinks for an anniversary wedding?: Finalise the menu and drinks list once registrations close, usually 3 weeks before the celebration. Recheck quantities 7 days before, then chill drinks and buy fresh groceries during the final 1–2 days.
How much time do I need to set up the venue?: Allow at least 2 hours for setup, or 3 hours if tables, decorations, buffet service and a DJ area all need arranging. Open and ventilate the rooms first, then check deliveries, tableware, toilets and the printed run sheet.
How do I organise speeches at an anniversary wedding?: Ask speakers to confirm in advance and plan around 10–15 minutes per speech, including a short introduction and transition. Add the speeches to the evening programme and keep the inventory with the person running the event.

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.