How to organize an alumni evening

An alumni evening works best when registration, program planning and practical setup are handled in that order. Start by confirming the date and venue, then build the budget around expected attendance and the food format. Keep the program short enough for people to talk, and collect dietary requirements before ordering anything. In the final week, check deliveries, print the run sheet and participant list, and prepare the registration desk so arrivals do not create a queue.

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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
Prepare the budget
2 people
3
Compile program
2 people
4
Design invitation
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Check registrations
9
Collect dietary requirements
10
Confirm the program and times
2 people
11
Confirm speakers
12
Assemble the music playlist
13
Collect photo materials
2 people
14
Compile the presentation
2 people
15
Prepare name badges
2 people
16
Print the run sheet
17
Print participant list
18
Confirm deliveries
19
Send final reminder
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Collect fresh produce
23
Open venue
2 people
24
Check rooms
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up registration desk
2 people
28
Lay out name badges
29
Set up the presentation area
2 people
30
Connect the projector
2 people
31
Connect the sound system
2 people
32
Test presentation
2 people
33
Test the music
34
Hang decorations
3 people
35
Set up lights and candles
2 people
36
Chill drinks
2 people
37
Set up coffee station
2 people
38
Set up the buffet
3 people
39
Prepare snacks
4 people
40
Set out dishes and glasses
2 people
41
Check toilets
42
Brief reception team
2 people

Event

43
Welcome guests
4 people
44
Register attendance
2 people
45
Hand out name badges
2 people
46
Serve coffee and tea
2 people
47
Announce the opening
48
Guide presentation
2 people
49
Manage microphone
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Restock the buffet
2 people
53
Serve diet meals
2 people
54
Provide background music
55
Take group photo
2 people
56
Facilitate open discussion
2 people
57
Refill coffee and tea
2 people
58
Announce the final round
59
See off guests
3 people

Aftercare

60
Collect waste
3 people
61
Collect tableware
3 people
62
Chill food leftovers
2 people
63
Switch off equipment
2 people
64
Remove decorations
3 people
65
Clear tables and chairs
4 people
66
Wash dishes
3 people
67
Clean rooms
3 people
68
Clean the restrooms
2 people
69
Collect lost and found items
70
Take out the trash
2 people
71
Lock up the venue
2 people
72
Return rental items
2 people
73
Clear away leftover stock
2 people
74
Archive photos and materials
75
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
High tablesqty 6
Coat rackqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 3
Measuring cupsqty 3
Serving tongsqty 8
Mixing bowlsqty 6
Aluminum foilqty 3
Cling filmqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 5
Power stripsqty 5
Chargersqty 3

Decorations

Name badgesqty 75
Tableclothsqty 10
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Vasesqty 10
Table signsqty 8
Pensqty 20
Registration formsqty 80

Lighting

String lightsqty 4
LED candlesqty 30
Batteriesqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the event. Use the final list to confirm attendance, dietary requirements and name badges instead of relying on last-minute replies.
Allow 30–45 minutes before doors open to check the rooms, arrange tables and chairs, set up the registration desk and test the projector. Keep the printed run sheet with the person coordinating the evening.
Confirm speakers and program timings at least 7 days ahead. A practical schedule usually needs fixed start and finish times, with short transitions so the presentation does not take over the evening.
Plan food and tableware from the confirmed guest count, then add a small buffer rather than shopping by guesswork. Check plates, glasses, serving platters, coffee machines and thermos flasks before fresh food is collected.
Send the final reminder 2–3 days before the event with the start time, venue details and any arrival instructions. On the day, assign one person to deliveries and one person to registration so neither task is neglected.

Frequently asked questions

How far in advance should I plan an alumni evening?: Start 8–12 weeks before the event, especially if speakers, catering or a projector are involved. Open registration early enough to collect reliable numbers before ordering food and preparing materials.
When should I send invitations for an alumni evening?: Send the first invitation about 6 weeks in advance and set a registration deadline 10–14 days before the event. Send a final reminder 2–3 days before the evening.
How long should an alumni evening last?: Allow around 3–4 hours, including arrivals, food and informal conversation. Keep any presentation or speaker segment to about 30–45 minutes so attendees still have time to reconnect.
When should I finalize catering for an alumni evening?: Finalize quantities 7–10 days before the event, after checking registrations and dietary requirements. Confirm deliveries again 2–3 days before the evening and collect fresh produce on the day if needed.

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.