Christmas dinner checklist: what to arrange and when

A Christmas dinner runs smoothly when guest numbers, dietary requirements and portions are settled before you order food or hire equipment. Work from the date and location through invitations, registrations and the final guest list, then confirm catering, tables, chairs and tableware. The last week is for deliveries, shopping and preparation; the final hours are for chilling drinks, setting the tables and finishing the food. This checklist keeps those steps in the right order.

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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
Process registrations
Collect dietary requirements
Create final guest list
Record menu and portions
2 people
Place catering order
Reserve tables and chairs
Reserve tableware and glassware
Prepare music and playlist
Make name badges
2 people
Create the table layout
Check deliveries
2 people
Do the shopping
2 people
Chill drinks
2 people
Set out non-perishable ingredients
2 people
Wash and cut vegetables
3 people
Prepare desserts
3 people
Make sauces and dressings
2 people
Set up tables
4 people
Set up chairs
3 people
Lay out table linen
2 people
Set out tableware and cutlery
3 people
Set out glasses and carafes
2 people
Decorate tables
3 people
Place name tags
2 people
Set up the buffet and serving area
3 people
Set up kitchen workstations
3 people
Test lighting and music
2 people
Set up the cloakroom
2 people
Check toilets

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve aperitifs and snacks
4 people
Refill drinks
2 people
Present dinner buffet
4 people
Serve starter
4 people
Serve the main course
5 people
Clear tables in between
4 people
Serve dessert
4 people
Serve coffee and tea
2 people
Guide music and program
Guide guests to the cloakroom

Aftercare

Collect tableware
4 people
Wash dishes
3 people
Store food safely
2 people
Collect waste
2 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Clean the room
4 people
Clean the kitchen
3 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Dining tablesqty 6
Chairsqty 55
Coat racksqty 2

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Dinner cutlery setsqty 60
Water glassesqty 60
Wine glassesqty 60
Carafesqty 8
Serving plattersqty 12
Serving spoonsqty 12
Serving utensilsqty 12

Decorations

Tableclothsqty 6
Napkin ringsqty 55
Christmas arrangementsqty 6
Christmas tree
Christmas baublesqty 40
Buntingqty 6
Name badgesqty 60

Lighting

LED light stringsqty 6
LED candlesqty 24

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef's/ kitchen knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 8
Food warmersqty 6
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Washing-up basinsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the final guest list before confirming portions or placing the catering order. Count children and adults separately if their meals differ, and allow one extra portion only after you have checked late responses.
Collect dietary requirements with the invitation and close registrations at least 7 days before dinner. Record allergies separately from preferences so they are visible when you plan the menu and prepare sauces, desserts and vegetables.
Check table and chair capacity before guests arrive: allow roughly 60 centimetres of table edge per seated person. Include space for serving platters, carafes and glasses rather than filling every part of the table with decorations.
Check deliveries as soon as they arrive, not on the day of dinner. Count the dinner plates, deep plates, dessert plates, cutlery, glasses and serving utensils against the guest list, and report missing items while there is still time to replace them.
Do the final room setup in a fixed order: tables, chairs and linen first, then tableware, glasses and decorations. Chill drinks several hours ahead, keep extension cords and power strips away from walkways, and leave the last hour for food finishing and name badges.

Frequently asked questions

How far in advance should I send Christmas dinner invitations?: Send them 4 to 6 weeks before the dinner, especially if guests need to travel. Set an RSVP deadline around 2 weeks before the date so you have time to confirm the menu, portions and equipment.
When should I place a Christmas dinner catering order?: Place the order as soon as the date, location and approximate guest count are confirmed, usually 2 to 4 weeks ahead. Give the caterer the final guest list and dietary requirements at least 7 days before dinner, unless their deadline is earlier.
How many plates and glasses do I need for a Christmas dinner?: Plan one dinner plate, deep plate, dessert plate, dinner cutlery set, water glass and wine glass per guest, plus at least 10% spares. For 20 guests, that means 22 of each regularly used item, with extra serving platters and utensils checked separately.
What should I prepare the day before Christmas dinner?: Wash and cut vegetables, prepare desserts, sauces and dressings, check deliveries, and set out non-perishable ingredients the day before. Chill drinks for at least 4 hours, then leave table setup and final cooking for the event day.

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