Christmas party checklist: what to arrange and when

A Christmas party runs more smoothly when decisions are made in the right order. Start with the venue, catering, guest list and timings, then confirm dietary requirements and the programme before buying anything. In the final days, check the shopping list, chill the drinks and prepare the room. This checklist also covers details that are easy to leave too late, such as testing the microphone, setting up separate drink stations and briefing the team.

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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 party venue
Confirm catering
Send invitations
Process registrations
Collect dietary requirements
Set the schedule and times
2 people
Compile the music playlist
Prepare the Christmas quiz
2 people
Arrange gifts and prizes
2 people
Create final participant list
Share allergies with catering
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Check catering and diet meals
2 people
Ventilate room
Set up tables and chairs
4 people
Set up the buffet and drink stations
3 people
Hang Christmas decorations
3 people
Connect lighting decor
2 people
Test sound equipment
2 people
Set out tableware and cutlery
2 people
Set out buffet dishes
3 people
Set up the welcome desk
2 people
Hold team briefing
4 people

Event

Welcome guests
3 people
Hand out welcome drinks
2 people
Refill drinks
2 people
Serve snacks
3 people
Host the Christmas quiz
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Hand out gifts and prizes
2 people
Guide the photo moment
2 people
Announce the final round
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes and glasses
3 people
Clean the buffet and kitchen
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue and restrooms
3 people
Switch off and store equipment
2 people
Pack leftover food safely
2 people
Take waste to the collection point
2 people
Return borrowed materials
2 people
Check venue handover
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving tongsqty 6
Thermos flasksqty 4
Water jugsqty 8
Coolersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Serving traysqty 6
Washing-up bowlsqty 3

Equipment

Coffee machinesqty 2
Bluetooth speakersqty 2
Microphone
Power stripsqty 4
Extension cordsqty 4
Laptop
Presentation screen

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Christmas wreathsqty 3
Table runnersqty 8
Christmas napkin holdersqty 8
Name badgesqty 60
Table cardsqty 12
Wrapping paperqty 2
Gift ribbonqty 4
Pen setqty 2
Quiz answer sheetsqty 60
Pensqty 60

Lighting

LED light stringsqty 6
LED candlesqty 24

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Tips

Reserve the venue and confirm catering before sending invitations. Once registrations start, collect dietary requirements and share the final allergy information with the caterer before the event.
Set the programme and timings early, including the Christmas quiz, music and any prizes. Allow at least 15 minutes for registration and a short buffer between catering and entertainment.
Create the final participant list before checking quantities. Use it to estimate table seating, dinnerware, glasses, drinks and dietary meals rather than shopping from the invitation total.
Finish the practical shopping at least one day before the party. Chill drinks in advance, and check that you have serving platters, tongs, water jugs, coffee equipment and enough extension cords.
Plan the room setup in stages on the event day: ventilate first, place tables and chairs, then build the buffet and drink stations. Test the speakers and microphone before guests arrive, and hold a team briefing before opening the doors.

Frequently asked questions

When should I send Christmas party invitations?: Send them after the venue, catering and basic programme are confirmed. Allow at least 3 to 4 weeks for replies, then set a clear registration deadline so dietary information and quantities can be finalised.
How far in advance should I confirm Christmas party catering?: Confirm the catering before invitations go out, ideally at least 4 weeks before the party. Share the final participant list and all allergies with the caterer several days before the event, not during setup.
How many drinks should I buy for a Christmas party?: For the first hour, plan on roughly 2 to 3 drinks per person, then about 1 drink per person per hour. Add water for the full duration and keep separate supplies for coffee and non-alcoholic guests.
What should I do on the day of a Christmas party?: Start with ventilation and room layout, then set up the buffet, drink stations, decorations and welcome table. Finish dinnerware and buffet dishes at least 30 minutes before guests arrive, and test sound equipment before the team briefing.

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