A practical christening party checklist

A christening party involves more than the ceremony and a family meal. You need to confirm the date and venue, coordinate the baptism, manage invitations and dietary requirements, and arrange transport for family members. The final setup also takes time: tables, chairs, gifts, decorations, drinks, coffee and the guestbook all need a clear place. Use this checklist to work backwards from the day so nothing is left 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

Confirm date and location
Coordinate the baptism ceremony
2 people
Compile the guest list
2 people
Send invitations
2 people
Book catering
Order cake
Process registrations
Collect dietary requirements
Arrange transportation for family
2 people
Print the program
Arrange the table layout
2 people
Create a music playlist
Check the shopping list
2 people
Do the shopping
2 people
Store non-perishable groceries
2 people
Chill drinks
2 people
Sort decorations
2 people
Prepare the gift table
Make welcome sign
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
3 people
Hang decorations
3 people
Set out the guestbook
Set up the gift table
Set out coffee and tea
2 people
Set up buffet
3 people
Prepare snacks
3 people
Set out cake
2 people

Event

Staff the reception desk
2 people
Welcome guests
2 people
Distribute program
Assist with the baptism ceremony
3 people
Take group photo
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve the buffet
4 people
Serve coffee and tea
2 people
Cut the cake
2 people
Have the guestbook signed
Collect gifts
2 people
Chill leftovers safely
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Clean the buffet and kitchen
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Thoroughly clean the venue
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Send thank-you messages

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High chairqty 2
Gift table
Buffet tableqty 2

Tableware

Dinner platesqty 70
Pastry platesqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Coffee spoonsqty 60

Kitchen

Serving plattersqty 12
Serving plattersqty 10
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 2
Cake knife
Corkscrewsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Bluetooth speaker

Decorations

Balloonsqty 100
Balloon arch
Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 6
Welcome sign
Table cardsqty 8
Candlesqty 20
Candle holdersqty 10
Guest book
Pensqty 4
Photo framesqty 6

Catering

Groceries

Tips

Confirm the ceremony and reception details before sending invitations. Include the start time, venue address, parking or transport information, and a reply deadline at least 3 weeks before the event.
Order the cake and book catering as soon as the guest count is reasonably clear, ideally 4–6 weeks ahead. Ask for dietary requirements when guests register rather than trying to collect them during the final week.
Plan transport for family members who need it at least 2 weeks before the christening. Write down pickup times, addresses and the number of seats needed, including a high chair if a child will need one at the venue.
Finish the room plan before setup day. Count tables and chairs, reserve space for the gift table and buffet table, and check that extension cords, coffee machines, kettles and the Bluetooth speaker can be used safely.
Do the final shopping 1–2 days before the party. Chill drinks the day before, keep non-perishable groceries together, and leave a separate setup note for decorations, the welcome sign, guestbook and cake knife so they are not packed away by mistake.

Frequently asked questions

How far in advance should I send christening party invitations?: Send invitations 6–8 weeks before the christening, especially if relatives need transport or travel arrangements. Set the RSVP deadline about 3 weeks before the event so catering and seating can be confirmed.
When should I book catering for a christening party?: Book catering around 4–6 weeks in advance, or earlier if the date falls in a busy period. Give the caterer the confirmed guest count and dietary requirements 7–10 days before the party.
How much time do I need to set up a christening party venue?: Allow at least 3 hours for a room with tables, chairs, table settings, decorations, a buffet and a gift table. Add another 30–45 minutes if the venue needs cleaning before setup.
When should I chill drinks for a christening party?: Chill bottled and canned drinks the day before, using coolers or refrigerator space that will not be needed for food. Keep a small reserve of drinks unopened until the final guest count is clear.

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.