Jubilee party checklist

A jubilee party involves more than sending invitations and ordering a cake. You need to lock in the date and venue first, then build the programme, guest list, catering and music around them. This checklist takes you from the first budget decisions to opening the venue, receiving deliveries and setting up tables, chairs and buffet areas. It also covers details that are easy to leave too late, such as dietary requirements, chilled drinks and power for the sound system.

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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

Confirm date and location
2 people
Prepare the budget
2 people
Compile program
3 people
Confirm music lineup
2 people
Design invitation
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder
Create final guest list
2 people
Order catering
2 people
Order cake
Order drinks
Make reservations
2 people
Reserve music equipment
Purchase decorations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set out drinks chilled
3 people
Picking up the cake
Open venue
2 people
Check the venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up registration desk
2 people
Set up the stage and music area
3 people
Connect sound equipment
2 people
Test microphones
2 people
Test the lighting
2 people
Hang decorations
4 people
Set up the photo booth
2 people
Lay out name badges
2 people
Set out tableware and cutlery
3 people
Set up coffee station
2 people
Set out buffet dishes
4 people
Prepare snacks
4 people
Set out drinks
3 people
Set up presentations
2 people
Brief the welcome team
3 people
Brief the catering team
4 people

Event

Welcome musicians
2 people
Welcome guests
4 people
Register attendance
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Give the opening speech
Coordinate the music performance
2 people
Refill drinks
2 people
Serve snacks
3 people
Take photos
Honor anniversary celebrants
2 people
Open the dinner buffet
2 people
Refill buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Cut and serve cake
3 people
Announce evening program
Support the evening performance
2 people
Provide dance music
2 people
Announce the final round
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover food
3 people
Collect waste
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
3 people
Return equipment
2 people
Return furniture
2 people
Collect lost and found items
Take out the trash
2 people
Clean coolers
2 people
Return supplies
2 people
Return keys
Send thank-you message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Stoolsqty 8
Tableclothsqty 12
Coat racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Table knivesqty 120
Table forksqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen

Lighting

Atmosphere lightsqty 8
String lightsqty 6
Spare batteriesqty 24

Decorations

Balloonsqty 150
Balloon archqty 2
Party buntingqty 12
Table decorationsqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 120
Pensqty 20

Catering

Groceries

Tips

Set the date, location and budget before designing the invitation. Keep a small reserve in the budget for last-minute equipment, extra drinks or replacement tableware.
Send invitations early enough to allow time for registrations and dietary requirements. Set a firm RSVP deadline, then send a reminder before creating the final guest list.
Confirm catering, cake and drinks as separate orders. Arrange cake collection and delivery times in advance, and chill drinks before guests arrive rather than during the setup rush.
Build the programme around the confirmed music lineup. Reserve speakers, a mixer, microphones, stands, extension cords and power strips before the event day, then test every connection at the venue.
Plan the final setup in arrival order: open and check the venue, receive deliveries, place tables and chairs, set up buffet tables, and only then lay out plates, glasses and serving equipment.

Frequently asked questions

How far in advance should I send jubilee party invitations?: Send invitations at least 6 to 8 weeks before the party. Give guests a clear RSVP deadline around 3 weeks before the event, leaving time to chase missing replies and collect dietary requirements.
When should I order catering and the jubilee cake?: Place catering and cake orders at least 3 to 4 weeks ahead, or earlier if the date is busy. Confirm the delivery or collection time one week before the party so it fits the venue opening and setup schedule.
How many drinks should I buy for a jubilee party?: Allow roughly 2 to 3 drinks per person for the first hour, then 1 drink per person per hour after that. Add non-alcoholic options and chill the first supply before guests arrive.
When should I set up the venue for a jubilee party?: Open and check the venue several hours before guests arrive. Allow at least 90 minutes for tables, chairs, buffet tables, decorations, tableware and sound equipment, plus extra time for deliveries or technical problems.

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.