Senior afternoon planning checklist

Use this checklist to organise a relaxed senior afternoon without leaving practical details until the last minute. Start by confirming the date, venue and transport needs, then collect registrations, dietary requirements and emergency contacts. In the final week, confirm catering and equipment, check the route and parking, and prepare the visitor list and name badges. On the day, allow time to ventilate the hall, arrange tables and chairs, set up refreshments, and test the microphone and music 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
Send invitations
2 people
Assess transportation needs
2 people
Process registrations
2 people
Collect dietary requirements
Register emergency contacts
Choose the program and music
2 people
Make a reservation for equipment
Order the meal and catering
2 people
Check the shopping list
Check the route and parking lane
2 people
Print the visitor list
Prepare name badges
2 people
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Prepare soup and bread
3 people
Open venue
2 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Set out tableware
2 people
Set up the buffet and coffee table
3 people
Hang decorations
2 people
Test music and microphone
2 people
Set up entrance and cloakroom
2 people

Event

Staff the reception desk
2 people
Welcome visitors
3 people
Serve coffee and tea
3 people
Support the program
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide visitors to the buffet
2 people
Serve soup and bread
4 people
Clear tables
3 people
Provide music
Serve coffee and dessert
3 people
Say goodbye to visitors
3 people
Assist with cloakroom and transport
2 people

Aftercare

Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
4 people
Clean the venue
3 people
Switch off equipment
2 people
Return borrowed items
2 people
Store leftover food safely
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2
Stoolsqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Glassesqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee spoonsqty 60

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 3
Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Kitchen

Serving spoonsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Scissorsqty 2
Serving plattersqty 8
Serving tongsqty 4
Thermos flasksqty 5

Decorations

Tableclothsqty 7
Flower arrangementsqty 7
Buntingqty 6
Balloonsqty 40
Name badge holdersqty 60

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm transport needs when registrations come in, not the day before. Record who needs help getting there and keep emergency contact details with the visitor list.
Place the catering order only after collecting dietary requirements. Recheck the final number of guests at least 3–5 days before the afternoon so meals, soup, bread and snacks match attendance.
Reserve coffee machines, kettles, soup kettles, a microphone and any other equipment early. Test every electrical item with the extension cords and power strips during setup, before the room fills.
Prepare the room in a fixed order: ventilate first, then arrange tables and chairs, set out tableware, and finish with the buffet and coffee table. This avoids moving hot drinks and food through a crowded room.
Chill drinks and prepare snacks ahead of opening time, while keeping soup and coffee equipment separate from the registration area. Put the printed visitor list and name badges at the entrance so arrivals can be checked quickly.

Frequently asked questions

How far in advance should I organise a senior afternoon?: Confirm the date and venue at least 4–6 weeks ahead. Send invitations soon after, then use the following weeks to process registrations, collect dietary requirements and arrange transport support.
When should I confirm catering numbers for a senior afternoon?: Collect registrations until about 7 days before the event and confirm the final catering number 3–5 days before it. Include dietary requirements and allow a small margin for late changes if your caterer permits it.
What should I prepare the day before a senior afternoon?: Print the visitor list, prepare name badges, check the shopping list, chill drinks and prepare snacks. Also confirm the route, parking arrangements, equipment reservation and the final program.
How early should the venue be opened before guests arrive?: Open the venue at least 90 minutes before the scheduled arrival time. Use the first 20 minutes to ventilate, then set up furniture, refreshments and tableware, leaving time to test the music and microphone.

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.