Christmas celebration checklist

Use this Christmas celebration checklist to organise the event in the right order, from confirming the venue to opening the doors. It covers guest responses, dietary requirements, catering quantities, children’s activities, music, gifts and the equipment needed for serving. Work through the early planning first, then use the final days for fresh food, chilled drinks and room setup. The checklist also helps prevent common delays, such as missing tableware, unnamed gifts or too few volunteers during the programme.

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
Draft invitations
Send invitations
Register sign-ups
Collect dietary requirements
Choose children's activities
2 people
Create a music playlist
Determine the menu and portions
2 people
Place catering order
Confirm reservation
Assign volunteers
2 people
Develop the program
2 people
Follow up on registrations
2 people
Check dietary list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Bake cookies and cake
3 people
Wash vegetables
2 people
Prepare sauces
2 people
Create table numbers
2 people
Write name tags
2 people
Sort gifts
2 people
Set up activities
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet
3 people
Set out tableware
2 people
Set up Christmas tree
3 people
Hang decorations
4 people
Test the lights
2 people
Set up music
2 people
Set up kids' corner
3 people
Set up the gift table
2 people
Prepare coffee and tea
2 people
Display snacks
3 people
Prepare attendance list

Event

Welcome guests
3 people
Check attendance
2 people
Serve welcome drinks
3 people
Assist with children's crafts
3 people
Read Christmas stories aloud
Host the Christmas quiz
2 people
Serve snacks
3 people
Refill drinks
2 people
Clear tables in between
3 people
Reheat dinner buffet
3 people
Label diet meals
2 people
Open the dinner buffet
2 people
Serve dinner
5 people
Clear away dishes
4 people
Hand out Christmas gifts
3 people
Serve dessert
3 people
Accompany Christmas carols
2 people
Provide background music
Serve the last round
2 people
See off guests
3 people

Aftercare

Collect waste
3 people
Clear away food and drinks
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Clean the kitchen
3 people
Collect lost and found items
Distribute leftovers
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 60
Drinking glassesqty 70
Wine glassesqty 60
Coffee cupsqty 55
Dinner cutleryqty 70
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 8
Food warmersqty 6
Corkscrewsqty 3
Bottle openersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Wireless microphone
Bluetooth speakerqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas wreathsqty 3
Table runnersqty 8
Christmas napkin holdersqty 8

Lighting

LED light stringsqty 6
LED candlesqty 30
Lanternsqty 6

Children's activities

Colored pencilsqty 10
Markersqty 10
Coloring pagesqty 60
Craft tablesqty 3
Children's apronsqty 12
Quiz cardsqty 60
Bingo cardsqty 60
Pensqty 30

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then set a response deadline at least 2 weeks before the celebration so you can check numbers, dietary requirements and catering quantities.
Plan the menu around the confirmed guest count and review portions again 3 to 5 days before the event. This gives you time to place the catering order, shop for ingredients and collect fresh produce.
Prepare items with a short shelf life during the final 24 to 48 hours: chill drinks, wash vegetables, make sauces and bake cookies or cake. Keep serving platters, pitchers and food warmers ready in the same area.
Give the programme and children’s activities a fixed place in the room before guests arrive. Set out the music equipment, wireless microphone and extension cords early, then test the speaker and power strips.
Finish the guest-facing details before opening: write name tags, create table numbers, sort gifts and check the coat racks. Keep at least 30 minutes for a final walk-through of tables, chairs, glasses, cutlery and coffee equipment.

Frequently asked questions

How far in advance should I send Christmas celebration invitations?: Send invitations 4 to 6 weeks before the celebration, especially if it takes place in December. Set the RSVP deadline at least 2 weeks before the event so you can confirm catering, seating and dietary requirements.
When should I confirm the Christmas celebration menu and catering order?: Choose the menu around 3 weeks in advance and place the catering order as soon as the guest numbers are reliable. Recheck the final dietary list 3 to 5 days before the celebration.
How much time do I need to set up a Christmas celebration?: Allow at least 2 hours for room setup when you need to arrange tables, chairs, buffet tables, coat racks, activities and serving equipment. Add 30 minutes for testing the speaker, microphone and power connections.
When should I prepare food and chill drinks for a Christmas celebration?: Chill drinks on the day before or at least 4 hours before guests arrive, depending on storage space. Prepare sauces and wash vegetables 1 day ahead, while fresh produce and baked items are best finished within 24 hours of serving.

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.