Senior afternoon checklist: what to arrange and when

A senior afternoon needs more than chairs, coffee and a guest list. Plan early for registrations, dietary requirements, transport needs and accessible routes, then confirm the venue and reservations before shopping. On the day, allow time to arrange tables and chairs, label seats, prepare the buffet and set up coffee equipment safely. Use this checklist to keep the practical details in order, including the small things that are often left until guests are already arriving.

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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
2 people
Process registrations
Collect dietary requirements
Inventory transport needs
Create final guest list
Arrange the table layout
Print the program
Make name badges
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Check the venue
2 people
Clear accessible walkways
2 people
Set up tables
4 people
Set up chairs
4 people
Lay out tablecloths
2 people
Set out tableware
3 people
Hang up decorations
2 people
Place name tags
2 people
Connect coffee machines
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare the buffet
4 people
Set aside special diet meals
2 people
Set up the reception table
2 people
Brief volunteers
2 people

Event

Welcome guests
4 people
Take coats
2 people
Serve coffee and tea
4 people
Serve pastries
3 people
Refill drinks
2 people
Support the program
2 people
Distribute snacks
3 people
Prepare the break
2 people
Serve break drinks
3 people
Clear tables
3 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Serve coffee after dinner
3 people
Guide music and program
2 people
Serve the last drinks round
2 people
See guests out
3 people

Aftercare

Collect tableware
4 people
Collect waste
2 people
Wash dishes
4 people
Clear tables and chairs
5 people
Remove decorations
2 people
Clean the room
3 people
Switch off equipment
2 people
Chill leftover food
2 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 4

Tableware

Dinner platesqty 65
Pastry platesqty 65
Coffee cupsqty 65
Water glassesqty 65
Wine glassesqty 65
Knivesqty 65
Forksqty 65
Spoonsqty 65
Teaspoonsqty 65
Serving spoonsqty 12
Serving boardsqty 6
Serving plattersqty 10
Water carafesqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Coolersqty 3
Thermos flasksqty 6
Measuring cupsqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Flower arrangementsqty 8
Welcome sign
Menusqty 8

Lighting

Table lampsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Send invitations early enough to process registrations and dietary requirements before you create the final guest list. Set a firm reply deadline at least 10 days before the afternoon so special meals and seating can be arranged.
Check transport needs and accessible walkways before finalising the table layout. Leave clear routes to the entrance, toilets and buffet, and avoid running extension cords across these paths.
Complete the main shopping before the event day, then collect fresh produce as late as practical. Prepare snacks and buffet items in stages so chilled food stays cold and warm food can be served safely.
Set up tables, chairs, tablecloths, place settings and name tags before connecting coffee machines and other equipment. Test the microphone, speakers, extension cords and power strips while the room is still easy to rearrange.
Keep special diet meals separate and clearly identified rather than placing them on the main buffet. Put water carafes, coffee cups, teaspoons and serving utensils where guests can reach them without crowding the serving area.

Frequently asked questions

How far in advance should I send invitations for a senior afternoon?: Send invitations about 4 to 6 weeks before the event. Set the registration deadline 10 to 14 days beforehand, giving you time to confirm numbers, dietary requirements and transport needs.
When should I confirm the final guest list?: Confirm the final guest list around 7 days before the afternoon. Use it to prepare name badges, seating, special diet meals and the quantity of tableware and refreshments.
How early should the venue be set up?: Start setting up at least 2 to 3 hours before guests arrive. This allows time for tables, chairs, decorations, coffee machines, buffet preparation and an accessibility check without rushing.
How much coffee and tea should I prepare for a senior afternoon?: Plan roughly 2 hot drinks per person for a two-hour afternoon, plus water throughout the event. Keep extra hot water available in kettles or thermos flasks so the supply does not run out during the programme.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.