Christmas celebration checklist

A Christmas celebration runs more smoothly when decisions are made in the right order. Start by confirming the date, location and schedule, then allow time for invitations, registrations and dietary information. In the final week, check reservations, shop for non-perishables and prepare gifts, music and activities. On the day, use printed participant and dietary lists, assign volunteers and keep exits and safety equipment accessible.

Organize this event for free with Lizzt

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
2 people
Create the program and schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send reminder to participants
Print participant list
Print the dietary overview
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Sort Christmas decorations
2 people
Prepare music and playlist
Put together the Christmas quiz
2 people
Choose games and activities
2 people
Prepare Christmas craft activity
3 people
Check the gifts
2 people
Wrap gifts
3 people
Prepare name stickers
Print menus
Create volunteer schedule
2 people
Check first aid kit
Make the fire extinguisher accessible
Clear emergency exits
2 people
Clean the space in advance
3 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Set up Christmas tree
3 people
Decorate the Christmas tree
3 people
Hang decorations
3 people
Hang lights
2 people
Connect music equipment
2 people
Test the music
Set up craft tables
3 people
Lay out quiz materials
2 people
Set up the gift table
2 people
Prepare name stickers
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Prepare dinner
5 people
Set aside special diet meals
2 people
Lay out crockery and cutlery
3 people
Check toilets
Decorate the entrance festively
2 people
Set up the reception team
2 people

Event

Receive participants
3 people
Hand out name stickers
2 people
Serve welcome drinks
3 people
Deliver the welcome speech
Lead the Christmas craft activity
4 people
Serve snacks
3 people
Refill drinks
2 people
Host the Christmas quiz
2 people
Check the quiz answers
2 people
Announce the winners
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve dinner
5 people
Distribute diet meals
2 people
Collect tableware
3 people
Accompany Christmas carols
2 people
Recite the Christmas story
Hand out gifts
3 people
Serve dessert and coffee
4 people
See off guests and manage departure
3 people

Aftercare

Chill leftovers safely
2 people
Collect waste
4 people
Remove decorations
3 people
Take down Christmas tree
3 people
Put tables and chairs back
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Switch off equipment
2 people
Check materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Collect lost property
Take waste to the collection point
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 60
Glassesqty 70
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Teaspoonsqty 60
Serving spoonsqty 12
Pouring jugsqty 6

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree topper
Garlandsqty 6
Christmas wreathsqty 3
Table runnersqty 8
Christmas napkinsqty 80
Name stickersqty 70
Wrapping paperqty 6
Ribbonqty 4
Christmas table decorationqty 8

Lighting

LED string lightsqty 6
LED candlesqty 24
Extension cordsqty 4
Power stripsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Laptop
Projection screen
Projector

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Baking dishesqty 8
Serving plattersqty 12
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Kitchen tongsqty 6
Aluminum foilqty 3
Food storage containersqty 12
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Sports equipment

Christmas quiz formsqty 60
Pensqty 60
Craft matsqty 6
Scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 10
Craft paperqty 10
Christmas stickersqty 6

Catering

Groceries

Tips

Set the date, location and running order before sending invitations; include a clear registration deadline so you can plan seating, food and gifts with firm numbers.
Collect dietary requirements when people register, then print a separate overview before shopping and preparing the buffet. Check the overview again when food is served.
Finish shopping in two stages: buy shelf-stable items first and collect fresh produce close to the celebration. This reduces both shortages and food that loses quality too early.
Prepare the parts guests notice but organisers often postpone: wrap the gifts, print menus and name stickers, test the playlist, and assemble the quiz or craft activity at least one day ahead.
Do a final room and safety check before guests arrive. Keep the first aid kit and fire extinguisher accessible, leave emergency exits clear, and confirm that tables, chairs, serving ware and coat storage are ready.

Frequently asked questions

How far in advance should I send Christmas celebration invitations?: Send invitations about 4 to 6 weeks before the celebration and set the registration deadline 10 to 14 days before it. That gives you time to process replies, collect dietary requirements and confirm quantities.
When should I buy food for a Christmas celebration?: Buy non-perishable food 7 to 10 days ahead, then collect fresh produce 1 to 2 days before the event. Check the shopping list again after registrations close so the quantities match the final attendance.
How many volunteers do I need for a Christmas celebration?: Plan for roughly 1 volunteer per 10 to 15 guests, with extra cover for serving food, welcoming people and clearing tables. Create the volunteer schedule at least 7 days in advance and share the duties clearly.
What should I check on the day of a Christmas celebration?: Allow 60 to 90 minutes for the final check. Confirm the room layout, decorations, music, gifts, menus, participant and dietary lists, then make sure the first aid kit, fire extinguisher and emergency exits are accessible.

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.