Christmas dinner checklist: what to arrange and when

A Christmas dinner runs smoothly when guest numbers, dietary requirements and the menu are settled before you start shopping. Use this checklist to work from the first date confirmation through registrations, food preparation and table setup. It also covers details that are easy to leave too late, such as chilling drinks, preparing sauces and checking that you have enough serving dishes, glasses and chairs. Keep the final day for fresh ingredients, cooking and decorating rather than last-minute decisions.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Create menu
2 people
Determine vegetarian options
2 people
Arrange the table layout
2 people
Make name badges
2 people
Order groceries
2 people
Check the delivery
2 people
Buy non-perishable groceries
2 people
Buy fresh groceries
3 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare desserts
3 people
Prepare sauces
2 people
Set up tables
4 people
Set up chairs
3 people
Set out tableware
3 people
Set out cutlery and glasses
3 people
Lay table linen
3 people
Place name tags
2 people
Hang decorations
3 people
Decorate the Christmas tree
2 people
Check the lighting
2 people
Set up the kitchen workspace
2 people
Set out ingredients
3 people
Set up the dinner buffet
3 people
Label diet meals
2 people
Set up the reception desk
2 people
Give staff briefing
3 people

Event

Welcome guests
3 people
Serve aperitifs
3 people
Serve starter
4 people
Serve the main course
5 people
Refill drinks
2 people
Clear tables in between
3 people
Serve dessert
4 people
Serve coffee and tea
3 people
Serve last round of drinks
2 people
See off guests
3 people

Aftercare

Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
3 people
Take down decorations
2 people
Pack leftover food
2 people
Check stock and damage
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tableqty 2
Reception desk

Tableware

Dinner platesqty 50
Deep platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Knivesqty 55
Forksqty 55
Spoonsqty 55
Serving spoonsqty 12
Serving plattersqty 12
Carafesqty 8

Decorations

Tableclothsqty 6
Napkinsqty 60
Name badgesqty 50
Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 6
Table decorationsqty 6

Lighting

String lightsqty 6
LED candlesqty 24

Equipment

Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Food storage containersqty 12
Oven mittsqty 4

Cleaning

Washing-up bowlsqty 2
Trash binsqty 4
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before dinner. Use the final guest count to plan portions, name badges, chairs, plates and glasses.
Finish the menu and vegetarian options before ordering groceries. Buy non-perishable items first, then schedule fresh groceries close to the dinner so vegetables, herbs and desserts stay fresh.
Chill drinks several hours before guests arrive, and use coolers if refrigerator space is limited. Allow roughly 2 to 3 drinks per person during the first hour, then adjust for the length of the dinner.
Prepare desserts, sauces, and washed and cut vegetables in advance where possible. Leave only the most time-sensitive cooking for the event day, when the kitchen may also need cutting boards, food warmers and serving platters.
Set the tables before guests arrive, including table linen, napkins, cutlery, glasses, plates and name tags. Count each item against the confirmed guest list and keep a small spare supply instead of discovering shortages during service.

Frequently asked questions

How far in advance should I send Christmas dinner invitations?: Send invitations about 4 to 6 weeks before the dinner, especially if guests need to travel or the date is close to other Christmas plans. Ask for registrations and dietary requirements by a clear deadline, ideally 2 to 3 weeks before the event.
When should I confirm the final guest numbers for a Christmas dinner?: Confirm registrations 7 days before dinner and use that number for food portions, seating and tableware. Recheck any changes 48 hours before the event so fresh grocery quantities and name badges are accurate.
What can I prepare the day before Christmas dinner?: Prepare desserts, sauces, washed and cut vegetables, table decorations and name badges the day before. Set out non-perishable tableware and decorations, but keep fresh items chilled and covered until needed.
How many plates and glasses do I need per Christmas dinner guest?: Plan at least one dinner plate, one deep plate if the menu includes soup or another liquid course, and one dessert plate per guest. Provide one water glass and one wine glass per guest, plus 10% extra to cover breakage or replacements.

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.