Chinese New Year celebration checklist

A Chinese New Year celebration needs more than decorations and a meal. You need a reliable guest count, enough bowls and chopsticks, a cooking plan for rice and noodles, and a clear schedule for welcomes, food and games. Start with the date, invitations and dietary requirements, then book the space and furniture before ordering supplies. Use the checklist to move from planning to shopping and final preparation without leaving fresh ingredients or red envelopes until the last minute.

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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

Set the date and guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the final number of guests
2 people
Calculate catering quantities
2 people
Reserve the venue and hall
Reserve tables and chairs
Order Chinese decorations
Order catering supplies
Compile music and playlist
Develop the program and schedule
2 people
Create game rules
2 people
Buy small prizes for games
Fill red envelopes
2 people
Prepare name badges
2 people
Print menus
Create route and welcome sign
Check the shopping list
2 people
Do the shopping
3 people
Pick up fresh ingredients
2 people
Chill drinks
2 people
Check dishes and glassware
2 people
Sort decorations
2 people
Prepare rice and noodles
3 people
Prepare sauces and marinades
2 people
Portion desserts
2 people
Prepare Name Tags and Menu Cards
Set up the hall
3 people
Set up tables
4 people
Set up chairs
3 people
Dress the buffet tables
3 people
Hang red decorations
3 people
Set up lanterns and string lights
3 people
Build the photo wall
2 people
Test sound system
2 people
Set up game tables
2 people
Lay out crockery and cutlery
3 people
Finish buffet dishes
4 people
Label allergen dishes
2 people
Set up the welcome desk
2 people
Hold crew briefing
6 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Explain the program
Give a New Year's greeting
Guide the tea ceremony
2 people
Guide the photo moment
2 people
Guide Chinese games
3 people
Open the buffet
2 people
Serve dishes
4 people
Refill drinks
2 people
Keep buffet warm and replenished
3 people
Clear away dishes
3 people
Open the dessert buffet
2 people
Announce the winners
Provide music and dancing
2 people
Serve the last round
2 people
See guests out
3 people

Aftercare

Pack leftovers safely
3 people
Collect and sort waste
3 people
Clean the buffet and kitchen
4 people
Wash dishes and glassware
3 people
Put the tables and chairs back
4 people
Remove decorations
3 people
Clean the hall and restrooms
3 people
Return borrowed materials
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 4
Stoolsqty 8
Clothes hangersqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Bowls for riceqty 100
Chinese teacupsqty 90
Water glassesqty 100
Wine glassesqty 90
Chopsticksqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 20
Serving tongsqty 12
Serving traysqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Wok pansqty 4
Large cooking potsqty 3
Rice cookersqty 3
Measuring cupsqty 4
Mixing bowlsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Food warmersqty 6
Serving plattersqty 18
Thermos flasksqty 6

Equipment

Coolersqty 4
Kettlesqty 3
Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Decorations

Red table runnersqty 10
Red lanternsqty 30
String lightsqty 8
Paper fansqty 20
Luck symbolsqty 25
Red envelopesqty 100
Photo backdrop
Artificial blossom branchesqty 12
Red and gold balloonsqty 100
Balloon pumpqty 2
Table decorationsqty 10
Name badge holdersqty 90
Menu Card Holdersqty 12
Decorative fanqty 2

Catering

Groceries

Tips

Set the final guest count before calculating catering quantities. Dietary requirements should be collected with registrations, not a day or two before the celebration.
Reserve the venue, tables, chairs and buffet tables early. Check the room layout against the number of guests, food stations and any high tables or stools you plan to use.
Count tableware by guest and by course, including dinner plates, dessert plates, soup bowls, rice bowls, chopsticks and serving utensils. Add a small spare set so one dropped bowl does not disrupt service.
Prepare the programme and game rules before printing name cards and menus. Buy the small game prizes and fill the red envelopes before event day, when cooking and room setup will compete for your attention.
Do the main shopping after checking the list, then collect fresh ingredients close to the celebration. Chill drinks in advance and prepare rice and noodles in a way that matches the serving schedule.

Frequently asked questions

How early should I send Chinese New Year invitations?: Send invitations at least 4 weeks before the celebration so guests have time to register and share dietary requirements. Set a registration deadline about 10 days before the event, then use the final number for catering calculations.
How many place settings do I need for a Chinese New Year dinner?: Prepare one complete place setting per confirmed guest, including a dinner plate, soup or rice bowl, chopsticks, cutlery and a water glass. Keep at least 5% extra tableware available, so a group of 40 guests needs 42 settings if possible.
When should I order Chinese New Year decorations?: Order decorations at least 3 weeks before the celebration, especially if you need a specific design or quantity. Sort and check them 3 to 5 days beforehand, leaving time to replace missing or damaged items.
When should I prepare rice and noodles for Chinese New Year?: Plan rice and noodles around the serving time rather than preparing them too early. Finalise the cooking sequence at least 1 day before, and keep cooked food hot or properly stored until it is served.

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.