How to organize a reunion without last-minute chaos

A reunion needs more than a guest list and a buffet. Start by securing the date and venue, then work outward from confirmed attendees: invitations, registrations, dietary needs, food quantities and equipment. The personal parts—photos, name badges, a memory book and a short welcome—need their own deadline because they take longer than expected. Use the plan below to keep preparation in the right order and arrive at the venue with the practical details already checked.

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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
Send invitations
2 people
4
Process registrations
5
Send reminder to invitees
6
Collect dietary requirements
7
Create final guest list
2 people
8
Determine menu and quantities
2 people
9
Confirm venue booking
10
Reserve tables and chairs
11
Arrange refrigerators and coolers
12
Test sound equipment
2 people
13
Compile the music playlist
14
Collect photos and memories
2 people
15
Prepare photo presentation
2 people
16
Make name badges
2 people
17
Create the program and welcome text
2 people
18
Prepare the memory book
19
Check the shopping list
2 people
20
Do non-perishable shopping
2 people
21
Buy fresh groceries
2 people
22
Buy drinks and ice
2 people
23
Bring materials to the venue
3 people
24
Check venue and toilets
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up buffet tables
2 people
28
Build party tents
4 people
29
Hang lighting
2 people
30
Hang decorations
3 people
31
Connect sound equipment
2 people
32
Set up photo presentation
2 people
33
Lay out name badges
34
Prepare coffee and tea
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people
37
Prepare buffet dishes
4 people
38
Place allergen cards
39
Set out tableware and cutlery
2 people
40
Set up the reception table
2 people
41
Brief the welcome team
2 people

Event

42
Welcome guests
3 people
43
Hand out name badges
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Present the memory book
47
Take group photo
2 people
48
Show photo presentation
2 people
49
Open the buffet
2 people
50
Restock the buffet
3 people
51
Refill drinks
2 people
52
Collect used dishes
2 people
53
Empty trash bins
2 people
54
Provide music
55
Announce program items
56
Serve last-round drinks
2 people
57
See off guests
3 people

Aftercare

58
Store leftovers refrigerated
2 people
59
Wash dishes
3 people
60
Clean the kitchen
2 people
61
Clear tables and chairs
4 people
62
Remove decorations
3 people
63
Disconnect sound equipment
2 people
64
Sort and remove waste
3 people
65
Sweep and mop the venue
3 people
66
Clean the restrooms
2 people
67
Take down party tents
4 people
68
Return materials
3 people
69
Return borrowed items
2 people
70
Share photos with guests

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving tongsqty 6
Food warmersqty 4
Thermos flasksqty 5

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Refrigeratorsqty 2
Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Decorations

Buntingqty 12
Balloonsqty 80
Balloon pumpqty 2
Tableclothsqty 8
Vasesqty 8
Photo framesqty 12
Welcome sign
Name badgesqty 60
Markersqty 6
Memory book
Pensqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Lanternsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the date and location before sending invitations, then give invitees a clear registration deadline. Create the final guest list after reminders, rather than estimating food and seating from the first responses.
Collect dietary requirements during registration and use the final guest count to calculate the menu. Check that the venue has enough tables, chairs, buffet space, refrigeration and coolers before shopping.
Ask for photos and memories several weeks before the reunion, not a few days before it. A photo presentation, memory book, name badges and welcome text all need time for sorting, printing and testing.
Test the speakers, microphone and projector at the venue before guests arrive. Check cables, sound levels and the presentation itself; technical problems are harder to solve once people are seated.
Split shopping into two rounds: non-perishable items first and fresh groceries later. Buy drinks and ice close to the event, arrange transport to the venue, and check toilets, tables and serving equipment before setup begins.

Frequently asked questions

How far in advance should you plan a reunion?: Start at least 8 to 12 weeks ahead if you need to confirm a venue, collect registrations and gather photos. Set the invitation deadline early enough to leave time for the final guest list, food quantities and seating.
When should reunion invitations be sent?: Send them once the date and location are confirmed, preferably 6 to 8 weeks before the event. Set a response deadline around 3 weeks before the reunion and send a reminder before closing registrations.
How much food and drink do you need for a reunion?: Base the menu on the final guest list, including dietary requirements, rather than on the number invited. For drinks, plan roughly 2 to 3 drinks per person during the first hour, then adjust for the event length and whether food is served.
What should be checked at the venue on the day of a reunion?: Allow at least 2 to 3 hours for setup and checks. Confirm access, toilets, tables, chairs, refrigeration, buffet equipment, sound, the microphone and the projector 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.