A practical reunion checklist from first booking to final cleanup

A reunion comes together through a series of small deadlines: confirm the date and room, collect registrations and dietary requirements, then lock the guest list before ordering food. In the final week, prepare name badges, photos, memories, music and the old-photo presentation. On the day, allow time to check the room, arrange tables, chill drinks, label allergens and test the screen and speaker before guests arrive.

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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
Send invitations
2 people
Process registrations
2 people
Send reminder to invitees
Collect dietary requirements
Create final guest list
2 people
Determine the table layout
2 people
Make name badges
2 people
Collect photos and memories
3 people
Assemble the music playlist
Create a presentation with old photos
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Mark Allergens on Dishes
Bring materials to the venue
3 people
Open and check the room
2 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Hang up decorations
3 people
Set up the photo booth
2 people
Test presentation and music
2 people
Lay out name badges
2 people
Set up the buffet and drinks table
4 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Present snacks
2 people
Refill drinks
2 people
Restock the buffet
3 people
Provide a presentation with photos
2 people
Take group photo
2 people
Collect used dishes
2 people
See off the last guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes and glasses
3 people
Collect and sort waste
2 people
Clean the room
3 people
Put tables and chairs back
4 people
Remove decorations
2 people
Return materials
3 people
Return borrowed items
2 people
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Buffet tablesqty 3

Tableware

Dinner platesqty 80
Dessert platesqty 80
Glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Laptops
Monitor screen
HDMI cable
Bluetooth speakerqty 2

Lighting

Mood lightingqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 10
Photo backdrop
Photo framesqty 12
Vasesqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2
Reusable dish towelsqty 12

Catering

Name badgesqty 90
Pensqty 12
Napkinsqty 200
Groceries

Tips

Set the final guest-list deadline at least 7 days before the reunion. Use that number to calculate catering, plates, glasses and seating instead of relying on early invitation responses.
Send a reminder 3–5 days before the event and ask for missing dietary information at the same time. Keep the final list with allergen notes where the person preparing or serving food can see it.
Prepare name badges, the photo collection and the presentation no later than 2 days beforehand. Test the laptop, HDMI cable, monitor screen, music and Bluetooth speaker together rather than checking each item separately.
Bring drinks into chillers at least 4 hours before guests arrive, and keep ice packs available for food or transport. Prepare snacks and mark allergens before setting dishes on the buffet tables.
Reserve at least 90 minutes for room setup. Arrange tables and chairs first, then buffet tables, decorations and the photo booth; leave the final 15 minutes for laying out badges and checking the presentation.

Frequently asked questions

How far in advance should I plan a reunion?: Confirm the date and location 6–8 weeks ahead, then send invitations. Close registrations about 7 days before the reunion so you have time to finalise catering and seating.
When should I send reunion invitations and reminders?: Send the invitation 6–8 weeks before the event when possible. Send a reminder 3–5 days beforehand, including the time, location and a request for any outstanding dietary requirements.
How much food and drink do I need for a reunion?: Base food quantities on the final guest list, not the number invited. For drinks, plan roughly 2–3 servings per person during the first hour, then adjust for the event length and whether coffee, water and other non-alcoholic options are available.
How early should I arrive to set up a reunion?: Arrive at least 90 minutes before guests are due. This gives you time to open and check the room, arrange furniture, prepare the buffet, chill drinks, set up decorations and test the presentation and music.

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.