Christmas drinks checklist: what to arrange and when

A Christmas drinks event needs more than a few bottles and festive decorations. You need to confirm the venue, track registrations and dietary requirements, plan food and drinks, and allow enough time for chilling, setup and serving. This checklist takes you from the first arrangements to welcoming guests and keeping the buffet and bar under control. Use it to check what is ready before the first arrival and what can wait until the final hour.

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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
Plan catering and groceries
2 people
Choose music and playlist
Check the Christmas decorations
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out crockery and glassware
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set up the buffet and bar
2 people
Hang decorations
2 people
Test the lighting
Lay out snacks and nibbles
3 people
Prepare coffee and tea
2 people
Set up music

Event

Handle guest reception
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet and tables tidy
2 people
Serve coffee and tea
2 people
Collect trash and empty bottles
Announce the final round

Aftercare

Clear tables and chairs
3 people
Wash dishes and glassware
2 people
Clean the venue
2 people
Remove decorations
2 people
Distribute leftover food
Dispose of waste
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
High tablesqty 3
Coat racksqty 2

Tableware

Wine glassesqty 36
Beer glassesqty 36
Water glassesqty 36
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Serving traysqty 8
Small bowlsqty 10

Kitchen

Corkscrewsqty 2
Bottle openersqty 2
Ice bucketsqty 2
Pliersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2

Lighting

String lightsqty 4
Table lampsqty 4

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 6
Christmas arrangementsqty 4
Tableclothsqty 6
Napkin holdersqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 2
Spongesqty 4
Cleaning clothsqty 8
Bucketsqty 2
Broom and dustpan
Mop

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then set a clear registration deadline. Aim to finalise the guest count at least 7 days before the event so catering, seating and drink quantities can be adjusted.
Collect dietary requirements with registrations rather than chasing guests later. Review the final list 3–5 days before the event and label suitable snacks or buffet dishes clearly.
Chill drinks several hours before guests arrive, especially if you are using coolers or ice buckets instead of a large fridge. Keep a separate supply of water and make sure corkscrews, bottle openers and serving trays are easy to reach.
Do the venue setup in a fixed order: clean first, then arrange tables, chairs and coat racks, followed by decorations, lighting and the buffet or bar. Allow at least 2 hours for setup if you are handling furniture, tableware, music and Christmas decorations yourself.
Prepare coffee, tea and snacks before guests arrive, but leave final replenishment until the event is underway. Assign one person to welcome guests and serve welcome drinks while another checks the buffet, tables and rubbish during the evening.

Frequently asked questions

How far in advance should I send Christmas drinks invitations?: Send invitations 3–4 weeks before the event and give guests at least 7 days to register. This leaves time to confirm the final number, dietary requirements and catering order.
How many drinks should I plan for Christmas drinks?: For the first hour, allow roughly 2–3 drinks per guest, then about 1 drink per person per hour. Include water, non-alcoholic options, coffee and tea rather than counting alcoholic drinks only.
When should I set up a Christmas drinks buffet?: Set tables, chairs, tablecloths and serving equipment at least 2 hours before guests arrive. Put out snacks and drinks shortly before the start, while keeping chilled bottles and perishable food cold until needed.
What do people often forget for a Christmas drinks event?: Common omissions are enough glassware, ice buckets, bottle openers, coat storage, waste bins and a working coffee or tea station. Check these items 1–2 days beforehand, then test the lighting and music on the day.

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