Christmas party checklist: what to arrange and when

A Christmas party runs smoothly when the decisions are made in the right order. Confirm the date and venue first, then manage invitations, dietary requirements and the programme before booking catering and entertainment. In the final week, lock in the guest count, prepare name badges and gifts, and check every table, glass, cable and serving item. On the day, set up the room before food arrives and keep a printed run sheet available for the people helping.

Organize this event for free with Lizzt

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
Draft invitations
Send invitations
Register sign-ups
Collect dietary requirements
Finalize the program
2 people
Book catering
Record music and entertainment
Order gifts for staff
Arrange the table layout
Prepare the menu
Report allergies
Check the shopping list
Purchase decorations and materials
2 people
Close registrations
Report number of guests
Make name badges
2 people
Print the run sheet
Sort gifts
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Ventilate room
Set out furniture
4 people
Cover tables with tablecloths
3 people
Set up chairs
3 people
Set up Christmas tree
2 people
Hang decorations
3 people
Connect lighting decor
2 people
Set up music equipment
2 people
Test the music
2 people
Set up buffet tables
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up coffee station
2 people
Lay out crockery and cutlery
3 people
Set out name badges
2 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Check attendance
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Deliver the welcome speech
Provide music
Hand out gifts
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear used dishes
3 people
Serve dessert
3 people
Empty trash bins
2 people
Announce the final round
See off guests
2 people

Aftercare

Chill leftover food
2 people
Remove decorations
3 people
Put furniture back
4 people
Wash dishes
3 people
Clear away equipment
2 people
Collect waste
2 people
Clean the room
3 people
Empty refrigerators
2 people
Distribute leftover food
2 people
Inventory materials
Return borrowed items
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Dinner cutlery setsqty 60
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Decorations

Christmas tree
Christmas baublesqty 50
Christmas garlandsqty 8
Christmas wreathsqty 3
Table decorationsqty 8
Name badge holdersqty 60
Name badgesqty 60
Gift tagsqty 60

Lighting

LED string lightsqty 6
LED candlesqty 24

Equipment

Bluetooth speakerqty 2
Microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Measuring cupsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice cube traysqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Laundry basketsqty 3

Catering

Groceries

Tips

Confirm the venue and date before sending invitations. Close registrations early enough to give the caterer a final guest count and to prepare name badges without last-minute changes.
Collect dietary requirements with the RSVPs, then report allergies clearly to the caterer and anyone preparing the menu. Do not rely on guests mentioning an allergy when they arrive.
Check table capacity using the actual furniture, not just the room size. Count tables, chairs and buffet tables, then match them with dinner plates, dessert plates, cutlery, glasses and serving utensils.
Test the Bluetooth speaker, microphone, microphone stand and extension cords before guests arrive. Put power strips and cables where they cannot become a trip hazard, especially around the buffet and entrance.
Finish the visible details after the practical setup: place table decorations, name-card holders, LED lights and gifts, then sort staff gifts by recipient and attach gift labels before the party starts.

Frequently asked questions

When should I send Christmas party invitations?: Send them as soon as the date and location are confirmed, ideally at least 4 to 6 weeks before the party. Set an RSVP deadline about 10 to 14 days before the event so catering, seating and name badges can be completed on time.
When should I confirm the final number of Christmas party guests?: Close registrations 7 to 10 days before the party and send the final number to the caterer immediately. Keep a short waiting-list or change log so late cancellations do not create confusion.
How many glasses and plates do I need for a Christmas party?: Plan one dinner plate and one dessert plate per guest, plus at least one water glass and one wine glass per guest if both are served. Add around 10% spare tableware, and count champagne glasses and coffee cups separately if those drinks are part of the programme.
What should I prepare the day before a Christmas party?: Print the run sheet, sort gifts, prepare name badges, check the shopping list and collect fresh produce the day before where possible. Also test the sound equipment and confirm that decorations, serving platters, utensils and table linens are ready before setup begins.

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.