Team Birthday Checklist

A team birthday is easiest to manage when the practical details are settled before the cake arrives. Start with invitations and dietary requirements, then confirm the schedule, access and supplies. On the day, allow time to chill drinks, prepare snacks, arrange the buffet and test the music and lighting before guests arrive. This checklist covers the handovers that are often forgotten, including attendance registration, toilet supplies, waste stations and buffet restocking.

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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
Process registrations
Collect dietary requirements
Set the schedule and times
Check location and access
2 people
Do the shopping
2 people
Check groceries
Picking up the cake
Chill drinks
2 people
Prepare snacks
3 people
Set up tables
3 people
Set out chairs
2 people
Set up the buffet
2 people
Set up the bar
2 people
Hang decorations
2 people
Set up music
Test lighting and power
2 people
Restock toilet supplies
Place waste stations
Set up the reception desk

Event

Welcome guests
2 people
Register attendance
Serve welcome drinks
2 people
Serve snacks
2 people
Restock the buffet
2 people
Refill drinks
2 people
Serve coffee and tea
Cut the cake
2 people
Serve cake
2 people
Operate the music
Remove trash and empty bottles
See off the last guests
2 people

Aftercare

Store food and drinks
2 people
Collect tableware and glasses
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the venue
3 people
Take out the trash
Switch off equipment
Return borrowed items
2 people
Store leftover items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
High tablesqty 3
Buffet table
Clothing coversqty 2

Tableware

Dinner platesqty 40
Pastry platesqty 40
Glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 4
Carafesqty 4
Coffee potsqty 2

Equipment

Coolersqty 3
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Chargersqty 2

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Cake server
Bottle openersqty 3
Ice cube traysqty 3

Decorations

Balloonsqty 50
Buntingqty 6
Table décorqty 6
Gift table sign

Lighting

String lightsqty 3
LED lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set a registration deadline before shopping. Use the final guest count to plan plates, glasses, chairs, snacks and dietary alternatives rather than relying on estimates.
Check dietary requirements several days before the celebration, then label suitable food at the buffet. Keep serving tongs separate so guests can avoid mixing dishes.
Build in at least 60 minutes before guest arrival for tables, chairs, decorations, the reception desk, music, lighting and power checks. Test extension cords and power strips before they are hidden behind furniture.
Chill drinks before setup begins and prepare ice in advance. Keep bottle openers, carafes and spare glasses at the bar so the person serving welcome drinks does not have to search for them.
Assign one person to monitor the buffet and drinks during the event. A quick check every 30 minutes prevents empty platters, warm drinks and overflowing waste stations.

Frequently asked questions

How far in advance should I send team birthday invitations?: Send invitations 2 to 3 weeks before the birthday and set the registration deadline 5 to 7 days before the event. That gives you time to confirm attendance, dietary requirements and the final shopping list.
When should I buy food and drinks for a team birthday?: Buy non-perishable supplies 2 to 3 days beforehand and collect the cake on the day or the day before, depending on storage. Shop for chilled food as close to the event as possible, then check the groceries before setup.
How much time do I need to set up a team birthday?: Allow at least 60 minutes for a simple setup with tables, chairs, buffet, bar, decorations and music. Add another 30 minutes if you need to arrange lighting, test power, register guests or prepare food on site.
What should I check just before guests arrive?: Do a 15-minute final check: drinks chilled, snacks and buffet ready, cake tools available, toilet supplies restocked, waste stations placed, music and lighting working, and the reception desk prepared for attendance registration.

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.