Senior afternoon checklist and planning guide

A senior afternoon runs smoothly when the practical details are settled before guests arrive. Start with invitations and registrations, then confirm dietary requirements, transport needs and catering. On the day, allow time to arrange tables and armchairs, set up the buffet and coffee station, test the microphone and speakers, and prepare name badges. This checklist helps you keep the order clear, especially for tasks that are easy to leave until the last hour.

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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
2 people
Order catering
Compile the music program
Print the program
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set up coffee station
2 people
Set out the tableware
2 people
Hang decorations
2 people
Connect the music
Hang up the program
Prepare snacks
3 people
Instruct staff
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Serve coffee and tea
3 people
Explain the program
Provide music
Serve snacks
3 people
Refill drinks
2 people
Clear tables
2 people
Guide visitors
2 people
Say goodbye
3 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Switch off equipment
Clean the kitchen
2 people
Clean the room
3 people
Check toilets
Remove decorations
2 people
Keep lost and found items
Return materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairs with armrestsqty 70
Buffet tablesqty 2
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Dessert platesqty 80
Knivesqty 80
Forksqty 80
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Equipment

Portable speakersqty 2
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 8
Balloonsqty 40
Buntingqty 6
Flower arrangementsqty 6
Name badgesqty 80
Program postersqty 6

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations before ordering catering, then give the caterer the final guest count and dietary requirements in one clear list. This prevents last-minute changes to snacks, plates and serving quantities.
Check transport needs several days before the afternoon and note who may need extra help getting from the entrance to a chair. Keep the attendance list ready at registration so arrivals can be recorded quickly.
Set up the coffee station before the buffet: place coffee machines, kettles, thermos flasks, cups and teaspoons together, and check that every appliance has a safe power connection. Prepare a backup pot before guests arrive.
Use chairs with armrests and leave clear walking space between the tables, buffet and coat racks. Walk through the room once from the entrance to the seating area to spot blocked routes or loose extension cords.
Finish the room setup at least 30 minutes before opening the hall. Test the wireless microphone and portable speakers, chill the drinks, put out the program and name badges, and brief staff on welcoming and serving coffee and tea.

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 before the afternoon so you can confirm catering, dietary requirements and transport needs.
When should I order catering for a senior afternoon?: Place the catering order after registrations close, ideally 7 to 10 days before the event. Send the final number of guests and all dietary requirements together, then check the delivery or collection time.
How early should the venue be set up?: Open the hall at least 2 hours before guests arrive. Use the first hour for tables, chairs and decorations, and keep the final 30 minutes for testing music, preparing the coffee station, chilling drinks and briefing staff.
How much coffee and tea do I need for a senior afternoon?: Plan for about 2 hot drinks per guest for a 2- to 3-hour afternoon, plus a small reserve. Have the first coffee and tea ready before doors open and keep extra hot water available throughout the program.

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.