Members' party checklist

A members' party runs smoothly when registrations, room logistics and volunteer shifts are settled before the day itself. Start by opening registrations and collecting dietary requirements, then confirm the room, materials and final guest list. In the last week, prepare the programme, shopping and name badges; on the day, allow time for furniture, buffet, music and game corners. This checklist keeps the order clear without duplicating the task and equipment lists below.

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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

Send invitations
Open registrations
Remind members to sign up
Process registrations
Collect dietary requirements
Create final guest list
Confirm room booking
Reserve materials
Divide up the bar shifts
Develop the program
Create a music playlist
Check game materials
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare name badges
Make diet labels

Event

Open venue
2 people
Set out furniture
4 people
Set up tables
3 people
Set up chairs
3 people
Hang decorations
3 people
Connect the music
2 people
Set up game corners
3 people
Set up buffet
4 people
Set up the drinks bar
3 people
Set out tableware
2 people
Set up the registration table
2 people
Test sound
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Open the buffet
2 people
Refill snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Supervise game activities
3 people
Provide music
Announce the final round
See off guests
3 people

Aftercare

Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
3 people
Put furniture back
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clean the venue
4 people
Take out the trash
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 3
High tablesqty 4
Coat racksqty 2

Tableware

Reusable platesqty 75
Reusable bowlsqty 75
Reusable glassesqty 100
Coffee cupsqty 75
Cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 8
Corkscrewsqty 3
Bottle openersqty 4

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 10
Tableclothsqty 8
Name badgesqty 75
Balloon ribbonqty 2

Sports equipment

Conesqty 20
Soft ballsqty 6
Hoopsqty 6
Tug of war rope
Scoreboardsqty 3

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mop headsqty 2

Lighting

String lightsqty 4

Catering

Groceries

Tips

Close registrations early enough to process every entry and create a final guest list. Set a clear deadline at least 3 days before the party so dietary requirements and name badges are not last-minute surprises.
Confirm the room booking and reserve materials before sending the final programme. Recheck tables, chairs, coat racks and buffet tables at least 1 week beforehand, especially if several groups share the venue.
Plan the bar in shifts rather than relying on whoever arrives first. Two people per shift is a practical minimum, with the first shift ready before guests arrive and the final shift covering closing and cleanup.
Do the shopping 1–2 days before the party, then chill drinks on the day itself. Keep separate labels for dietary food and check that serving platters, tongs, reusable tableware and bottle openers are available.
Build in setup time before opening the venue: allow at least 90 minutes for furniture, tables, chairs, decorations, music and game corners. Test portable speakers, the microphone, extension cords and power strips before guests enter.

Frequently asked questions

How far in advance should I invite members to a members' party?: Send invitations about 3–4 weeks before the party and set the registration deadline at least 3 days before it. That leaves time to process registrations, follow up with members who have not signed up and create the final guest list.
When should I collect dietary requirements for a members' party?: Collect them during registration, not after the guest list is final. Check the responses again 3 days before the party, then prepare clear diet labels before the buffet is set up.
How much setup time does a members' party need?: Plan for at least 90 minutes before doors open. Furniture and tables usually take the longest, while music, decorations, game corners, name badges and the buffet need their own final checks.
When should I buy and chill drinks for a members' party?: Do the shopping 1–2 days in advance so missing items can still be replaced. Chill the drinks on the day of the party, ideally several hours before guests arrive, using coolers if refrigerator space is limited.

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.