Christmas dinner checklist: what to arrange and when

A Christmas dinner runs more smoothly when you settle the practical details before you start cooking. Begin with the room, invitations and dietary requirements, then confirm the menu, seating and supplies. In the final week, check tableware, drinks, decorations and kitchen equipment rather than assuming everything is available. On the day, work backwards from serving time so chilled drinks, prepared dishes, table setup and finishing touches are ready when guests arrive.

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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

Reserve the room
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Record the menu and recipes
2 people
Confirm supplier
Arrange the table layout
2 people
Assign seating
2 people
Make name badges
2 people
Print the program
Do the shopping
3 people
Check stock
2 people
Chill drinks
2 people
Wash vegetables
2 people
Cut vegetables
3 people
Prepare dessert
2 people
Prepare sauces
2 people
Set up tables
4 people
Set up chairs
3 people
Lay festive tables
4 people
Hang decorations
3 people
Check the lighting
2 people
Set up the kitchen
3 people
Finish dishes
4 people
Prepare the reception area
2 people

Event

Welcome guests
3 people
Take coats
2 people
Serve aperitifs
3 people
Escort guests to their table
2 people
Serve starter
4 people
Clear plates
3 people
Refill drinks
2 people
Serve the main course
5 people
Clear away the main course
4 people
Serve coffee and tea
3 people
Lead the Christmas program
2 people
Serve dessert
4 people
Say goodbye to guests
3 people
Return coats
2 people

Aftercare

Clear away dishes
4 people
Sort waste
2 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
4 people
Put furniture back
4 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Coat racksqty 3
Stoolsqty 4

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 60
Dinner cutlery setsqty 60

Kitchen

Serving spoonsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Baking dishesqty 6
Serving plattersqty 8
Dessert serving traysqty 6
Thermos flasksqty 4
Corkscrewsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Extension cordsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 12
Christmas table decorationqty 12
Christmas tree
Christmas baublesqty 40
Name badgesqty 55

Lighting

LED string lightsqty 4
LED candlesqty 24

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Broom setsqty 2
Mopsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you finalise recipes or confirm the supplier. Keep one written list of allergies and special meals for the person cooking.
Check table capacity before assigning seats. Count one dinner plate, one deep plate, one dessert plate, one water glass, one wine glass and one cutlery set per guest, plus a small reserve.
Do the main shopping before the final cooking day, then check stock again for easily missed items such as serving spoons, corkscrews, coffee spoons, napkin holders and extension cords.
Plan the cooking in reverse from dinner time. Prepare dessert, sauces and chopped vegetables ahead where possible, and leave enough time to finish dishes while keeping hot food warm.
Set up tables, chairs, lighting, decorations and the kitchen before guests arrive. Chill drinks in advance and place coat racks, thermos flasks, coffee machines and kettles where they can be used without blocking food service.

Frequently asked questions

How far in advance should I send Christmas dinner invitations?: Send them at least 4 to 6 weeks before the dinner, especially if guests need to travel. Ask for registrations and dietary requirements with a clear reply deadline, ideally 2 to 3 weeks before the event.
When should I finalise the Christmas dinner menu?: Finalise the menu about 2 weeks before dinner, after collecting dietary requirements. Record the recipes and ingredient quantities then, so you can shop once and identify dishes that can be prepared ahead.
How many plates and glasses do I need for a Christmas dinner?: Plan one of each required plate and glass per guest, then add at least 10% spare items. For 20 guests, that means 22 dinner plates, deep plates, dessert plates, water glasses and wine glasses where all are used.
What should I do on the day of a Christmas dinner?: Finish room and kitchen setup at least 2 hours before guests arrive. Chill drinks, lay the festive tables, prepare the dishes that can be made ahead and keep the final cooking window free for finishing and 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.