Service anniversary celebration checklist

A service anniversary celebration needs more than a date and a cake. You will need time to confirm guests, collect dietary requirements, book seating and sound equipment, and shape the programme around speeches and music. Start with the venue and guest list, then work towards catering quantities, printed materials and room setup. This checklist keeps the sequence clear, including details that are easy to leave until the last day, such as chilled drinks, name badges and an allergens overview.

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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

Compile guest list
2 people
Design invitations
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Send reminder to invitees
Create final guest list
2 people
Reserve venue
Reserve tables and chairs
Reserve a microphone
Set the speaking order
2 people
Collect speeches
Assemble the music playlist
Decide on the menu
2 people
Calculate catering quantities
2 people
Create allergen overview
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Prepare snacks
4 people
Prepare dessert
2 people
Cut vegetables and fruit
3 people
Set out buffet items
3 people
Make name badges
Print program cards
Select photos for the presentation
2 people
Compile the presentation
2 people
Test presentation
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up the reception table
2 people
Lay out name badges
Lay out program cards
Hang decorations
3 people
Place floral arrangements
2 people
Connect the light decorations
2 people
Connect the sound system
2 people
Test microphone
2 people
Connect presentation screen
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
3 people
Set out buffet dishes
4 people
Brief reception team
3 people

Event

Welcome guests
4 people
Receive coats and gifts
2 people
Serve coffee and tea
3 people
Serve aperitifs
3 people
Serve snacks
4 people
Refill drinks
2 people
Guide guests to their seats
2 people
Announce the speakers
Provide technical support for speeches
Guide the jubilarian
Play the presentation
Serve the toast
4 people
Open the buffet
2 people
Oversee the buffet
4 people
Restock plates and cutlery
2 people
Replace buffet dishes
3 people
Serve dessert
3 people
Serve coffee after dinner
3 people
Provide music
Collect gifts
2 people
Serve the last round
2 people
See guests out
3 people

Aftercare

Store gifts safely
2 people
Collect tableware
4 people
Collect waste
3 people
Clear away drinks
2 people
Take down tables and chairs
4 people
Remove decorations
3 people
Disconnect the sound system
2 people
Wash dishes
4 people
Empty refrigerators
2 people
Clean the venue
4 people
Clean the restrooms
2 people
Check materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Reception desk
Clothes racksqty 2
Speaker table

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 90
Dinner cutleryqty 100
Serving utensilsqty 20
Serving plattersqty 16
Dessert serving plattersqty 8
Carafesqty 12

Decorations

Tableclothsqty 10
Napkinsqty 120
Flower arrangementsqty 8
Balloonsqty 60
Buntingqty 8
Name badgesqty 90
Program cardsqty 100
Photo framesqty 6
Table numbersqty 10
Gift tablecloth
Tapeqty 4
Ropeqty 2

Equipment

Wireless microphoneqty 2
Speakersqty 2
Audio mixer
Laptop
Presentation screen
Projector
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Food warmersqty 4
Aluminum foilqty 3
Cling filmqty 3
Ice packsqty 12

Lighting

String lightsqty 6
LED lampsqty 10
Table lampsqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Send invitations early enough to collect replies and dietary requirements before you confirm catering quantities. Use the final guest list rather than the original invite list when ordering food and setting tables.
Set the speaking order before the celebration and collect speeches in advance. Allow time to test the microphone and place the speaker table where every guest can see it.
Prepare printed items before the event day: make name badges and print programme cards once the schedule is confirmed. Keep spare badges, pens and tape at the reception table.
Plan the food backwards from serving time. Prepare dessert, cut fruit and vegetables, and assemble buffet components in stages so chilled drinks can remain cold and the buffet is not left unattended.
Check the room layout against the equipment list at least one day before setup. Count tables, chairs, glasses, plates, serving utensils and carafes instead of relying on memory.

Frequently asked questions

How far in advance should I send service anniversary invitations?: Send invitations around 6 to 8 weeks before the celebration. Set an RSVP deadline about 2 to 3 weeks before the event so you can confirm the final guest list, dietary requirements and catering quantities.
How much food and drink do I need for a service anniversary celebration?: For the first hour, plan on roughly 2 to 3 drinks per person, then about 1 drink per person per hour. Calculate food from the confirmed guest count and add a small buffer after dietary requirements and children’s portions are known.
When should I confirm speeches and the speaking order?: Set the speaking order and collect speech details at least 7 days before the celebration. Share the final running order with speakers and test the microphone during room setup, preferably several hours before guests arrive.
When should I prepare name badges and programme cards?: Prepare name badges and print programme cards 1 to 2 days before the event, after the guest list and schedule are final. Keep them at the reception table so guests can find their badge as they arrive.

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