Christmas celebration checklist: what to arrange and when

A Christmas celebration runs more smoothly when the practical details are settled before the decorations go up. Start with the date, venue and guest list, then use the confirmed numbers to plan food, seating, tableware and drinks. In the final week, check supplies, collect fresh ingredients and prepare the evening programme. This checklist also covers easy-to-miss details such as dietary requirements, serving order, gift storage and enough serving equipment for a buffet or shared meal.

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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
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the final number of guests
2 people
Finalize menu and serving order
2 people
Take inventory of supplies
2 people
Reserve tables and chairs
Arrange extra tableware
Put together the music
Create the evening program
2 people
Prepare the Christmas quiz
2 people
Collect gifts
2 people
Arrange the table layout
Check stock of non-perishable products
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare meat and vegetarian main courses
3 people
Prepare soups
2 people
Prepare side dishes
3 people
Prepare desserts
2 people
Sort Christmas decorations
2 people
Clean the venue
3 people
Set up waste stations
Set up gift table
2 people
Set up tables
4 people
Set up chairs
3 people
Set table linen
2 people
Set out plates and cutlery
3 people
Set out glasses
2 people
Hang decorations
3 people
Put up the Christmas tree and string lights
3 people
Set up buffet tables
3 people
Set out aperitif snacks
2 people
Set up the coffee and tea station
2 people
Test music and microphone
2 people
Place name tags
2 people
Give briefing to helpers
3 people

Event

Welcome guests
3 people
Take coats
2 people
Serve aperitifs
3 people
Refill drinks
2 people
Deliver the welcome speech
Accompany Christmas carols
2 people
Host the Christmas quiz
2 people
Open the buffet
2 people
Serve hot dishes
4 people
Replenish cold dishes
2 people
Keep allergen information available
Restock plates and cutlery
2 people
Finish the buffet
3 people
Serve dessert
3 people
Serve coffee and tea
2 people
Exchange gifts
2 people
Guide the Christmas play
2 people
Serve last-round drinks
2 people
See off guests
3 people

Aftercare

Chill leftover food
3 people
Collect waste
3 people
Pre-sort tableware
2 people
Clear tables
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the floors
2 people
Take down decorations
3 people
Put furniture back
4 people
Check borrowed materials
2 people
Return borrowed materials
2 people
Sort and store leftovers
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Clothing rack
Gift table

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 60
Serving spoonsqty 12
Serving plattersqty 12
Soup ladlesqty 4
Bread basketsqty 4
Pitchersqty 6
Carafesqty 6
Serving traysqty 6

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Table runnersqty 8
Christmas arrangementsqty 8
Name badgesqty 55
Wrapping paperqty 4
Ribbon rollsqty 3

Lighting

String lightsqty 5
LED candlesqty 24
Extension cordsqty 4
Power stripsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Coolersqty 3
Bluetooth speaker
Microphone
Music player

Kitchen

Cutting boardsqty 5
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 5
Pansqty 6
Baking dishesqty 6
Aluminum foilqty 3
Food storage containersqty 20

Cleaning

Waste binsqty 4
Broomqty 2
Floor mopqty 2
Bucketsqty 3
Dish brushesqty 4
Tea towelsqty 12
Spongesqty 8

Catering

Groceries

Tips

Confirm the final guest count before ordering food or borrowing equipment. Use it to calculate seating, plates, glasses and portions, then add a small margin for breakages and unexpected guests.
Ask for dietary requirements when registrations come in, not at the table. Finalise separate meat and vegetarian main courses, soups, side dishes and desserts only after you know how many portions are needed.
Check tableware against the serving plan. A meal with soup, a main course, dessert and coffee needs more than one plate type per guest, plus serving spoons, ladles, platters, trays and pitchers.
Do the non-perishable stock check before the main shopping trip. In the final days, collect fresh produce, chill drinks and keep gifts, wrapping paper and ribbons together at the designated gift table.
Write the evening programme before guests arrive, including the meal sequence and Christmas quiz. Finish the room layout and venue cleaning early enough to leave time for decorations, name badges and last-minute changes.

Frequently asked questions

How far in advance should I plan a Christmas celebration?: Set the date and location at least 6 to 8 weeks ahead if guests need to register or travel. Send invitations soon afterwards, and aim to confirm the final guest number 7 to 10 days before the celebration.
How much food should I prepare for a Christmas celebration?: Plan portions from the confirmed guest count rather than estimating from the room capacity. For a multi-course meal, prepare enough for every guest plus about 5 to 10% extra, especially for popular side dishes and desserts.
When should I buy food and drinks for Christmas dinner?: Buy non-perishable products 3 to 7 days beforehand after checking your stock. Collect fresh produce 1 to 2 days before the event, and chill drinks on the day before or at least several hours before guests arrive.
How many plates and glasses do I need per guest?: Allow at least one dinner plate, one deep plate, one dessert plate, one water glass and one wine glass per guest when all courses and drinks are served. Add 10% spare tableware, plus enough coffee cups, cutlery and serving pieces for the full menu.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.