How to organise an anniversary week

Start by fixing the date and programme, then work backwards from the main celebration. Confirm the venue layout before inviting people, because tables, buffet space, seating and presentation equipment affect the guest limit. Send invitations early enough to collect registrations and dietary requirements before ordering catering and the cake. In the final week, focus on confirmations, shopping, chilled drinks, music, photos and the technical setup so the event day is for welcoming guests rather than solving last-minute problems.

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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 program
2 people
2
Determine venue and room layout
2 people
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send reminder to guests
8
Create final guest list
9
Place catering order
10
Order cake
11
Compile music and playlist
12
Collect photos and memories
2 people
13
Prepare presentation
2 people
14
Do the shopping
2 people
15
Collect drinks and chilled products
2 people
16
Check tableware and materials
2 people
17
Clean the venue
3 people
18
Fill refrigerators and coolers
2 people
19
Set up tables and chairs
4 people
20
Set Up Tablecloths and Tableware
3 people
21
Hang decorations
3 people
22
Install lights and sound
2 people
23
Set up photo wall and memory table
2 people
24
Prepare snacks
3 people
25
Set up the buffet
3 people
26
Set up the reception table
2 people

Event

27
Welcome guests
3 people
28
Serve welcome drinks
2 people
29
Serve coffee and tea
2 people
30
Deliver the anniversary speech
31
Open the buffet
2 people
32
Refill buffet
2 people
33
Refill drinks
2 people
34
Cut and serve cake
2 people
35
Provide music
36
Collect waste along the way
2 people
37
See off guests
2 people

Aftercare

38
Clear away food and drinks
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Remove decorations
2 people
42
Clean the venue
3 people
43
Dispose of waste
2 people
44
Store materials dry and complete
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Rectangular tablesqty 6
Chairsqty 55
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 60
Pastry platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 12

Decorations

Tableclothsqty 10
Balloonsqty 100
Balloon arch
Buntingqty 8
Number garland
Flower arrangementsqty 6
Photo framesqty 12
Photo backdrop
LED candlesqty 24
Name card holdersqty 55

Equipment

Active speakersqty 2
Wireless microphone
Laptops
Projector
Projection screen
Power stripsqty 4
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving traysqty 8
Drink dispensersqty 3

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Lighting

String lightsqty 6
Standing lampsqty 4

Catering

Groceries

Tips

Set the date, programme and room layout before sending invitations. Allow at least 2 weeks for registrations, dietary requirements and any changes to the guest list.
Send a reminder 3 to 5 days before the event, then create the final guest list before placing the catering and cake orders. Keep dietary requirements next to the guest list, not in a separate message thread.
Test the presentation, projector, projection screen, laptop, active speakers and wireless microphone at least 24 hours beforehand. Check power strips, cable positions and sound levels in the actual room.
Collect photos and memories at least 1 week before the anniversary week celebration. Prepare the presentation and photo wall early enough to replace missing files or unreadable images.
Do the main shopping 1 to 2 days before the event, then chill drinks and other chilled products on the final day. Set up tables, chairs, tablecloths, tableware, decorations and the buffet in a fixed order so serving areas remain accessible.

Frequently asked questions

How far in advance should I send anniversary invitations?: Send the invitations at least 3 to 4 weeks before the celebration. Set the registration deadline about 10 to 14 days before the event so you have time to confirm numbers, dietary requirements and catering.
When should I order catering and the anniversary cake?: Place both orders after the registration deadline and final guest-list check, usually 7 to 10 days before the event. This gives you a reliable headcount while leaving time to confirm collection or delivery details.
When should I prepare the anniversary presentation?: Collect photos and memories at least 1 week ahead and finish the presentation 2 to 3 days before the event. Test it again the day before with the projector, screen, laptop, speakers and microphone in place.
What should I do on the day before an anniversary event?: Use the previous day for room cleaning, technical testing, decoration preparation and chilling drinks. Leave only final table setup, snacks, the buffet and fresh items for the event day, with at least 2 hours reserved 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.