Closing party checklist: what to arrange and when

A closing party needs more than a guest list and a playlist. Set the date and program first, then secure the venue, open registrations and use the final guest count to order catering. In the last week, confirm deliveries, volunteers, dietary requirements and technical equipment. On the day itself, allow time for chilled drinks, buffet setup, signs, name badges and a full sound check before guests arrive.

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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

Set the date and program
2 people
Reserve the venue and rooms
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Check permissions
2 people
Create final guest list
2 people
Calculate catering quantities
2 people
Order catering
Compile the music program
2 people
Prepare the game schedule
3 people
Assign volunteers
2 people
Confirm deliveries
Check materials
3 people
Prepare name badges
2 people
Print the run sheet
Make route signs
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Setting up shelf-stable catering
2 people
Sort decorations
2 people
Test the music
2 people
Check the weather forecast

Event

Open venue
2 people
Inspect floors and spaces
2 people
Set up tables and chairs
6 people
Set up buffet tables
3 people
Set up the cloakroom
2 people
Mark entrance and exit
2 people
Hang up decorations
4 people
Install lighting
3 people
Connect the sound system
2 people
Set out game materials
3 people
Lay out crockery and cutlery
3 people
Prepare snacks
5 people
Prepare sandwiches and toppings
4 people
Mark diet-friendly portions
2 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Briefing for reception team
2 people
Welcome guests
4 people
Register attendance
2 people
Explain the program
Hand out welcome drinks
3 people
Serve snacks
4 people
Lead the game rounds
4 people
Coordinate music and dancing
2 people
Serve the hot meal
6 people
Refill drinks
3 people
Restock the buffet
3 people
Collect waste
2 people
Check toilets
2 people
Supervise the photo corner
2 people
Announce the final program item
See off guests and manage departure
4 people

Aftercare

Turn off the music
2 people
Clear away food and drink leftovers
4 people
Collect tableware
4 people
Bring waste to the collection point
3 people
Take down tables and chairs
6 people
Remove decorations
4 people
Dismantle equipment
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the rooms
5 people
Clean the restrooms
2 people
Collect lost and found items
2 people
Return rental items
2 people
Store leftover stock
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Coat racksqty 3
Stoolsqty 10
Waste binsqty 8

Tableware

Platesqty 120
Dessert platesqty 120
Glassesqty 150
Coffee cupsqty 100
Mugsqty 30
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Food warmersqty 6
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Laptop
Chargersqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 8
Kitchen spoonsqty 6
Serving plattersqty 12
Thermos flasksqty 6
Ice packsqty 24

Decorations

Balloonsqty 250
Balloon pumpqty 3
Buntingqty 20
Tableclothsqty 16
Name badgesqty 120
Photo backdropsqty 2
Photo propsqty 30

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Sports equipment

Conesqty 20
Tug of war rope
Softballsqty 6
Ring toss setsqty 3
Game cardsqty 6
Scoreboardsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 4
Trash binsqty 8
Hand soap dispensersqty 6
Microfiber clothsqty 20
Glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Fix the date, program and rooms before sending invitations. If the venue has separate spaces, confirm which room is used for catering, games, music and coats so setup does not become a last-minute rearrangement.
Close registrations early enough to calculate food and drinks from a reliable guest count. Collect dietary requirements at registration, then check the final list before placing the catering order.
Test the complete music setup at least one day before the party: speakers, mixer, microphone, stands, laptop, chargers, extension cords and power strips. A sound check with only the laptop is not enough.
Keep drinks refrigerated and separate shelf-stable catering from items that need serving equipment. Check that coolers, buffet tables, food warmers, trays and serving spoons are ready before deliveries arrive.
Print the run sheet, route signs and name badges before the event day. Assign volunteers to specific time slots for registration, catering, games and cleanup instead of relying on people to step in when needed.

Frequently asked questions

How far in advance should I send closing party invitations?: Send them 4 to 6 weeks before the closing party, especially if guests need to register or provide dietary requirements. Set the registration deadline at least 10 days before the event so catering quantities can be calculated.
When should I order catering for a closing party?: Place the order after registrations close and the final guest list is checked, usually 7 to 10 days before the party. Confirm dietary requirements and delivery time with the caterer before the order is final.
How early should I set up the closing party venue?: Start setup 3 to 4 hours before guests arrive if you need to arrange tables, chairs, buffet tables, signs, decorations and technical equipment. Complete the music and microphone test at least 60 minutes before doors open.
How many drinks should I plan per guest for a closing party?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add extra capacity if the party runs longer than expected, and keep chilled stock in coolers or refrigerators.

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.