Senior afternoon checklist: what to arrange and when
A senior afternoon runs smoothly when the practical details are settled before guests arrive. Start with invitations, registrations, dietary requirements and transport, then confirm the venue and prepare the programme, name badges and supplies. On the day, allow time to ventilate the hall, arrange tables and chairs, prepare coffee and tea, and test the microphone and speaker. This checklist keeps the work in order and highlights details that are easy to leave until the last minute.
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 the attendance list
Confirm reservations
Print the program
Make name badges
2 people
Do the shopping
2 people
Pick up cakes and sandwiches
2 people
Check materials
2 people
Make route and parking signs
Open hall
2 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Set tables
3 people
Hang decorations
2 people
Set up the reception table
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Test sound equipment
2 people
Set up music
Set up signage
2 people
Brief volunteers
Event
Welcome guests
4 people
Hand out name badges
2 people
Take coats
2 people
Serve coffee and tea
3 people
Deliver the welcome speech
Serve snacks
3 people
Lead activity
3 people
Refill drinks
2 people
Provide music
Cut the cake
2 people
Serve cake and fruit
3 people
Guide guests to transportation
3 people
Aftercare
Collect tableware
3 people
Clear away food and drinks
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the room
3 people
Switch off equipment
Store materials
2 people
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 7
- Chairsqty 60
- Coat racksqty 2
- Stoolsqty 4
Tableware
- Coffee cupsqty 60
- Glassesqty 60
- Small platesqty 60
- Large platesqty 60
- Coffee spoonsqty 60
- Forksqty 60
- Knivesqty 60
- Serving spoonsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving plattersqty 8
- Serving trays with lidsqty 4
- Cutting boardsqty 2
- Bread knivesqty 2
- Cake serversqty 2
- Coolersqty 2
Equipment
- Portable speaker
- Microphone
- Extension cordsqty 3
- Power stripsqty 3
Decorations
- Tableclothsqty 7
- Buntingqty 4
- Flower arrangementsqty 7
- Name badgesqty 60
- Pensqty 10
- Program leafletsqty 60
- Route signsqty 4
- Tapeqty 3
- Scissorsqty 3
Cleaning
- Waste binsqty 4
- Vacuum cleaner
- Mop set
- Cleaning clothsqty 10
Catering
- Groceries
Tips
- Close registrations several days before the event and turn them into one attendance list. Use that list to check transport needs, dietary requirements, name badges and the quantities of cakes, sandwiches and drinks.
- Confirm the hall reservation and access time at least one week beforehand. Ask when the doors can be opened, where tables and chairs are stored, and whether enough coat racks and power sockets are available.
- Prepare the reception table before guests arrive, with the attendance list, name badges and pens together. Print the programme in advance and place a few spare copies where volunteers can reach them.
- Allow at least 60 minutes for room setup: ventilate the hall, arrange tables and chairs, lay out tablecloths and crockery, and put up route and parking signs. Keep serving trays, cake servers and bread knives near the food table rather than in a separate cupboard.
- Test the microphone, portable speaker, extension cords and power strips before the room fills. Brief volunteers on reception, refreshments, transport questions and who to contact if a guest needs assistance.
Frequently asked questions
- How far in advance should I send invitations for a senior afternoon?
- Send invitations about 4 to 6 weeks before the afternoon. Set a registration deadline roughly 10 to 14 days beforehand so you can finalise attendance, dietary requirements and transport.
- How much food and drink do I need for a senior afternoon?
- Use the final attendance list as your basis and plan at least 2 cups of coffee or tea per guest, plus water or another drink. For a 2- to 3-hour afternoon, provide one generous snack portion per person and a small reserve for late additions.
- When should I prepare the hall for a senior afternoon?
- Arrive at least 90 minutes before guests are expected; reserve the first 30 minutes for access, ventilation and checking materials. Use the remaining hour for tables, chairs, refreshments, decorations, signage and a sound test.
- What should I check the day before a senior afternoon?
- Check the attendance list, dietary notes, reservations, printed programme, name badges and transport arrangements one day before. Also confirm that cakes and sandwiches are being collected, and that coffee machines, kettles, thermos flasks and sound equipment are available.
Start this plan in Lizzt
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