Christmas drinks checklist: what to arrange and when

A Christmas drinks event runs smoothly when guest numbers, dietary requirements and equipment are settled before you shop or set up. This checklist takes you from confirming the date and venue through invitations, catering quantities, drinks, decorations and the final sound check. Plan the practical details early: tables, chairs, cooling space, glasses, name badges and allergen labels are easy to overlook. On the day, leave enough time to chill drinks, prepare snacks and set up the buffet and bar before 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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Calculate catering quantities
Reserve tables and chairs
Arrange refrigerators and coolers
Prepare music and playlist
Prepare name badges
Print the run sheet and contact list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Make allergen labels
Clean the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the buffet and bar area
2 people
Set out dishes and glasses
2 people
Hang Christmas decorations
2 people
Connect lighting
2 people
Connect and test the music
Arrange snacks on platters
3 people
Refill drink stations
2 people
Set up reception desk

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Refill snacks
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve diet-free snacks separately
Collect used dishes
2 people
Empty trash bins
Serve last-round drinks
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Take down tables and chairs
3 people
Remove decorations and lighting
2 people
Thoroughly clean the venue
3 people
Take out the trash
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 50
Buffet tablesqty 2
Bar stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Wine glassesqty 60
Beer glassesqty 50
Water glassesqty 60
Coffee cupsqty 40
Coffee spoonsqty 40
Forksqty 60
Knivesqty 60
Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6

Decorations

Christmas tree
Christmas baublesqty 40
Garlandsqty 4
Tableclothsqty 8
Christmas arrangementsqty 6
Name badgesqty 50
Table numbersqty 6

Lighting

String lightsqty 4
LED candlesqty 20

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 12
Drink dispensersqty 2

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the final guest count before calculating food and drinks. Process registrations and dietary requirements first, then use the confirmed number for catering quantities and tableware.
Check cooling capacity at least a few days before the event. Drinks need space in refrigerators or coolers, and a last-minute shortage of cooling space is difficult to fix once shopping is complete.
Prepare the guest-facing details before setup day. Print name badges, allergen labels, the run sheet and contact list together so they are ready when the buffet and bar are arranged.
Test power and sound before decorating the room. Connect the Bluetooth speaker, string lights, extension cords and power strips early enough to solve cable or outlet problems safely.
Build in a final 30-minute venue check before guests arrive. Use it to check clean tables, arranged dishes and glasses, chilled drinks, labelled snacks, working lighting and stocked drink stations.

Frequently asked questions

How far in advance should I send Christmas drinks invitations?: Send invitations around 4 to 6 weeks before the event. Set an RSVP deadline at least 10 days before the date, giving you time to confirm numbers, dietary requirements and catering quantities.
How many glasses do I need for Christmas drinks?: Allow at least 2 glasses per guest when wine, beer and water are served, plus separate coffee cups if coffee is planned. Add a small buffer if there is no convenient place to wash or collect used glasses during the event.
When should I buy and chill drinks for a Christmas drinks event?: Do the main shopping 1 to 2 days before the event, then chill drinks as soon as there is refrigerator or cooler space. Keep enough drinks aside to refill the stations during the event.
How long does setup take for Christmas drinks?: Allow at least 2 to 3 hours for a setup that includes tables, chairs, buffet and bar areas, tableware, decorations, lighting, music and snacks. Add extra time if the venue still needs cleaning or the equipment has not been tested.

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