Reunion planning checklist

A reunion runs more smoothly when the guest list, venue, food and memories are planned on separate timelines. Start by confirming the date and location, then allow time for invitations, registrations and dietary information before buying supplies. In the final week, check seating, cooling, sound and presentation equipment rather than assuming the venue provides them. This checklist also helps you schedule fresh shopping, transport and room setup so the welcome can start on time.

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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
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Send reminder to invitees
Collect dietary requirements
Create final guest list
2 people
Determine menu and quantities
2 people
Confirm venue booking
Reserve tables and chairs
Arrange refrigerators and coolers
Test sound equipment
2 people
Compile the music playlist
Collect photos and memories
2 people
Prepare photo presentation
2 people
Make name badges
2 people
Create the program and welcome text
2 people
Prepare the memory book
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Buy drinks and ice
2 people
Bring materials to the venue
3 people
Check venue and toilets
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet tables
2 people
Build party tents
4 people
Hang lighting
2 people
Hang decorations
3 people
Connect sound equipment
2 people
Set up photo presentation
2 people
Lay out name badges
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare buffet dishes
4 people
Place allergen cards
Set out tableware and cutlery
2 people
Set up the reception table
2 people
Brief the welcome team
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Present the memory book
Take group photo
2 people
Show photo presentation
2 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Provide music
Announce program items
Serve last-round drinks
2 people
See off guests
3 people

Aftercare

Store leftovers refrigerated
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Disconnect sound equipment
2 people
Sort and remove waste
3 people
Sweep and mop the venue
3 people
Clean the restrooms
2 people
Take down party tents
4 people
Return materials
3 people
Return borrowed items
2 people
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 venue before sending invitations, then close registrations early enough to create a final guest list and order the right amount of food. Send a reminder about 7 days before the reunion.
Collect dietary requirements when people register, not at the buffet. Finalise the menu and quantities after the response deadline, and keep the requirements with the serving plan.
Plan drinks in two stages: buy non-perishable items first, then buy fresh groceries, drinks and ice close to the event. Arrange refrigerators, coolers and enough space before anything arrives.
Test the speakers, microphone, projector and coffee equipment at the venue at least 1 day beforehand. A photo presentation needs a tested connection, a visible screen and a backup copy.
Allow at least 2 hours for unloading and setup. Put tables, chairs, buffet equipment, name badges, the memory book and welcome materials in separate groups so volunteers can find them quickly.

Frequently asked questions

How far in advance should I plan a reunion?: Confirm the date and venue at least 8 to 12 weeks ahead. Send invitations soon afterwards, then set a registration deadline around 3 weeks before the event so food and seating can be finalised.
When should I send reunion invitations and reminders?: Send the invitations 6 to 8 weeks before the reunion. Send one reminder 7 days before the registration deadline or, if registrations are already closed, about 1 week before the event.
How much food and drink do I need for a reunion?: Calculate food from the final guest list and dietary requirements rather than from the invitation count. For the first hour, allow about 2 to 3 drinks per person, then adjust the total for the event length and whether a meal is served.
When should I buy ice and fresh food for a reunion?: Buy non-perishable items several days in advance and fresh groceries 1 day before the reunion. Buy ice on the day itself, and confirm that refrigerators and coolers are cold before drinks and food are delivered.

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.