Christmas drinks checklist: what to arrange and when

A Christmas drinks event runs smoothly when the practical details are settled before the decorations go up. Start with the room, date and invitations, then confirm registrations, dietary requirements, catering and transport. In the final week, check drinks, tableware, music and volunteer roles. On the day, allow time to open and inspect the venue, set up the buffet and reception desk, test the lighting and welcome guests without rushing.

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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
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Inventory transport needs
Order catering
2 people
Choose music and playlist
2 people
Assign volunteers
2 people
Print the visitor list
Make name badges
2 people
Do the shopping
3 people
Check drinks
2 people
Prepare snacks
4 people
Fill coolers
2 people
Open venue
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the buffet
3 people
Hang Christmas decorations
3 people
Test lighting and music
2 people
Set out coffee and tea
2 people
Set up the reception desk
2 people

Event

Welcome guests
4 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve diet meals
2 people
Assist with Christmas activity
2 people
Assist with farewell and cloakroom
3 people
Chill and label leftovers
2 people

Aftercare

Collect tableware
3 people
Take down the buffet
3 people
Sort waste
2 people
Clean the room
4 people
Put furniture back
4 people
Remove decorations
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Check stock
Return materials
2 people
Take out general waste
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Buffet tablesqty 3
Coat racksqty 2
Coat racksqty 50

Tableware

Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Bottle openersqty 4

Decorations

Christmas tree
Christmas baublesqty 40
String lightsqty 4
Tableclothsqty 9
Christmas arrangementsqty 6

Equipment

Speakersqty 2
Microphone

Cleaning

Waste binsqty 5

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Set the date, programme and room before sending invitations; give guests at least 3–4 weeks to respond, then use the final registration list for badges and catering numbers.
Ask for dietary requirements with the invitation and send the confirmed number to the caterer at least 5 working days before the event. Keep the information at the buffet and reception desk.
Check drinks and non-alcoholic options 2–3 days beforehand, then fill the coolers shortly before guests arrive. Plan roughly 2–3 drinks per person for the first hour, including water and soft drinks.
Keep setup time separate from guest arrival: allow at least 2 hours to arrange tables, chairs, buffet tables, coat racks, tableware, decorations, lighting and sound in the venue.
Print the visitor list and prepare name badges before opening the reception desk. Test the speakers, microphone, coffee machines and kettles before the first guest arrives, not during the welcome.

Frequently asked questions

How far in advance should I plan a Christmas drinks event?: Reserve the room and set the date at least 6–8 weeks ahead. Send invitations around 3–4 weeks before the event, with a clear registration deadline.
How many drinks do I need for Christmas drinks?: Plan about 2–3 drinks per person for the first hour, then adjust for the expected duration. Include water, soft drinks, wine or other chosen drinks, and allow extra for the people staying longest.
When should I order catering for Christmas drinks?: Confirm the catering order at least 5 working days before the event, after registrations and dietary requirements are collected. Recheck the final guest count 2–3 days before serving.
How long does it take to set up Christmas drinks?: Allow at least 2 hours for a room with tables, chairs, buffet service, decorations, coat racks, coffee and sound equipment. Add more time if volunteers are unfamiliar with the venue or equipment.

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.