Countdown Moment Checklist

A countdown moment runs smoothly when the practical work is finished before the final hour. This checklist takes you from booking the venue and tracking registrations to chilling drinks, testing the screen and setting up the food and drinks stations. Plan the guest count early so you can match seating, glasses, plates and snacks to the number attending. Leave a clear window before midnight or the main countdown for last-minute checks, rather than still hanging decorations when the program starts.

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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 venue
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Make a shopping list
Compile the music playlist
Check the weather forecast
Confirm deliveries
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check tableware
Test the equipment
2 people
Set up countdown video
Clear space
2 people
Set up tables
3 people
Set up chairs
2 people
Set up buffet
3 people
Hang decorations
2 people
Hang lighting
2 people
Connect music and screen
2 people
Set up the drinks station
2 people
Set out snacks
3 people
Go over the countdown program
2 people
Check toilets
Prepare the entrance
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Provide music
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
Check toilets periodically
Announce the countdown
Hand out champagne glasses
2 people
Start the countdown video
Lead the toast
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Switch off equipment
2 people
Take out the trash
2 people
Clean the room
3 people
Check stock
Return rental items
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4
Tableclothsqty 6

Tableware

Reusable drinking glassesqty 50
Champagne glassesqty 45
Platesqty 50
Dessert platesqty 50
Knivesqty 50
Forksqty 50

Decorations

Balloonsqty 100
Balloon arch
Confetti cannonsqty 6
Number garland
Metallic garlandsqty 8
Table décorqty 8
Adhesive hooksqty 20

Equipment

Bluetooth speakerqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Laptop

Lighting

String lightsqty 4
LED lightsqty 8
Night lightsqty 4

Kitchen

Coolersqty 3
Ice cube traysqty 4
Serving plattersqty 10
Serving utensilsqty 10
Corkscrewqty 2

Cleaning

Broom
Trash binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the guest deadline before you shop. Once registrations are processed and dietary requirements are collected, make the final guest list and use it to calculate seating, tableware, snacks and drinks.
Confirm deliveries and check the weather forecast 24–48 hours before the event. This gives you time to adjust the layout, protect equipment or arrange an indoor space if needed.
Chill drinks several hours ahead, not just when guests arrive. Use coolers and ice, and keep a separate drinks station so people do not crowd the buffet table.
Test the laptop, projector, projection screen, Bluetooth speaker, extension cords and power strips before setup is complete. Play the countdown video from start to finish and check that the sound and image stay in sync.
Keep the final 30 minutes for a short program check: confirm the countdown timing, switch on string or LED lights, refill snacks, empty waste bins and make sure the route to the drinks station is clear.

Frequently asked questions

How far in advance should I plan a countdown moment?: Reserve the venue and send invitations several weeks ahead, especially if the date is fixed. Set the registration deadline about 7 days before the event so you have time to finalize food, seating and tableware.
When should I buy and chill drinks for a countdown event?: Do the main shopping 1–2 days before the event and chill drinks at least 4–6 hours before guests arrive. Add ice shortly before serving so it does not melt too early.
How many glasses and plates do I need per guest?: Plan at least 1 drinking glass per guest, plus a small buffer of around 10%. For plates and dessert plates, use the number of guests as the base and add 10% if people will serve themselves or stay for several hours.
When should I test the countdown video and sound?: Test the full setup on the day before the event if possible, then run one final check at least 60 minutes before the countdown. This leaves time to replace cables, adjust the volume or change the playback device.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.