Christmas drinks checklist: what to arrange and when

A Christmas drinks event runs smoothly when the guest count, drinks and room setup are settled before the final week. Use this checklist to work from invitations and dietary requirements to shopping, chilled storage, snacks, the buffet and coffee station. It also covers details that are easy to overlook, such as enough glassware, coat storage, waste bins and extension cords for lights and music. Start with the guest list, then let the confirmed numbers determine food, drinks, furniture and tableware.

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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
Check the shopping list
Order drinks and groceries
Reserve tables and chairs
Prepare the music
Print the Program and Guest List
Check decorations
2 people
Do the shopping
2 people
Store drinks refrigerated
2 people
Prepare snacks
3 people
Cover cookies and pastries
Clean the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the buffet and bar
3 people
Set out tableware and cutlery
2 people
Arrange snacks on platters
3 people
Prepare coffee and tea
2 people
Hang decorations
2 people
Decorate the Christmas tree
2 people
Set up lights and LED candles
2 people
Test sound system
Set up the reception desk

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve coffee and tea
2 people
Serve pastries
2 people
Collect used glasses
2 people
Empty trash bins
Say goodbye to guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Take down tables and chairs
3 people
Remove decorations
2 people
Vacuum the Venue
2 people
Mop the floor
2 people
Dispose of waste
2 people
Return rental items
2 people
Store leftover stock
2 people
Clean the restrooms
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 60
Beer glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving trays with lidsqty 4
Serving tongsqty 8
Carafesqty 6

Decorations

Christmas tree
Christmas baublesqty 50
Christmas garlandsqty 6
Christmas wreathsqty 2
Table runnersqty 8
Christmas table decorationqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED candlesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Small bowlsqty 12
Ice bucketsqty 3

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Broom and dustpan
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm registrations and dietary requirements before calculating catering quantities. A final guest number at least 7 days before the event gives you time to adjust food, drinks, tables and chairs.
Order drinks and groceries early, then chill drinks in stages rather than leaving everything until the event day. Keep enough cooler space available for beer, wine, water and soft drinks.
Set up the buffet and bar with serving platters, covered serving dishes, tongs, carafes and clearly separated glassware. Put water glasses and waste bins where guests can reach them without crossing the food area.
Prepare coffee and tea before guests arrive, including cups, kettles or coffee machines and a hot-drink urn if needed. A separate station prevents queues at the bar later in the evening.
Check power before hanging string lights or connecting the Bluetooth speaker. Count extension cords and power strips in advance, and use LED candles where open flames would create a problem.

Frequently asked questions

How far in advance should I send Christmas drinks invitations?: Send invitations around 4 to 6 weeks before the event. Ask guests to confirm by a clear deadline, ideally 10 to 14 days before the date, so you can calculate food, drinks and seating.
How many drinks should I buy for Christmas drinks?: For the first hour, allow roughly 2 to 3 drinks per person, then about 1 drink per person per hour. Add water and non-alcoholic options for the full duration, and base the final order on your confirmed guest count.
When should I prepare the venue for Christmas drinks?: Complete cleaning, furniture placement and most decoration the day before when possible. On the event day, allow at least 2 to 3 hours for tables, chairs, buffet, bar, glassware, snacks, drinks and the coffee station.
How many glasses and plates do I need per guest?: Plan at least 2 glasses per guest for a drinks reception, plus extra water glasses, and about 1 plate and cutlery set per guest for snacks. Add 10 to 15% spare tableware for breakage, replacements and unexpected guests.

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