Holiday Home Weekend Checklist

A holiday home weekend needs more than a booking and a group chat. You need a clear deadline for registrations, dietary requirements, room assignments, food, transport and key collection. This checklist takes you from the first invitation to the welcome drinks and afternoon activity. It also covers the details that are easy to miss, such as checking the house on arrival, setting up the kitchen, chilling drinks and making sure everyone knows the house rules.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve holiday home
Confirm reservation
Finalize the participant list
Assign rooms
2 people
Plan meals
2 people
Set up activities
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Assign cars

Event

Pick up keys
Check the house
2 people
Distribute luggage
3 people
Set up tables
3 people
Set out chairs
2 people
Set up the kitchen
2 people
Hang decorations
2 people
Connect the music
Pour welcome drinks
2 people
Explain the house rules
Allocate rooms
Guide the afternoon activity
2 people
Prepare snacks
3 people
Prepare dinner
4 people
Serve dinner
2 people
Refill drinks
Support the evening activity
2 people
Prepare breakfast
3 people
Serve breakfast
2 people
Lead morning activity
2 people
Prepare lunch
3 people
Serve lunch
2 people

Aftercare

Gather luggage
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
2 people
Put furniture back
3 people
Check rooms
2 people
Hand over the house
Collect lost and found items
Return cleaning supplies

What to bring

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

Furniture

Folding tablesqty 3
Chairsqty 14
Tableclothsqty 3
Coat racksqty 2

Tableware

Platesqty 16
Bowlsqty 16
Glassesqty 24
Coffee mugsqty 16
Cutlery setsqty 16
Serving boardsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 2
Mixing bowlsqty 3
Serving plattersqty 4
Measuring cupsqty 2

Equipment

Coolersqty 2
Portable speakers
Extension cordsqty 2
Power stripsqty 2
Power banksqty 3

Decorations

Buntingqty 4
Table décorqty 3
Name badgesqty 16

Sports equipment

Soccer
Frisbee
Game cardsqty 2
Board gamesqty 4

Lighting

String lightsqty 2
Flashlightsqty 3

Cleaning

Hand brush and dustpan
Bucketsqty 2
Microfiber clothsqty 6

Catering

Groceries

Tips

Set the registration deadline at least 14 days before departure. Use the final participant list to assign rooms, cars and meal quantities instead of relying on last-minute replies.
Confirm the holiday home reservation and key-pickup arrangements 7 days before the weekend. Ask about arrival time, cleaning expectations and any house-specific rules before the group travels.
Plan meals before you shop, including breakfasts, snacks and drinks. Collect dietary requirements when people register, then check the shopping list against the final headcount.
Pack shared equipment in categories so setup is quick: kitchen items together, tableware together, and activities such as soccer, frisbee and board games in one clearly marked bag.
On arrival, check the house before distributing luggage. Set up tables, chairs and the kitchen first, then connect the music, chill the drinks and explain the house rules before people spread out.

Frequently asked questions

How far in advance should I organise a holiday home weekend?: Start invitations and the holiday home search at least 6 to 8 weeks ahead. Set the registration deadline around 14 days before departure so you still have time to plan rooms, meals, shopping and cars.
When should I assign rooms for a holiday home weekend?: Assign rooms after registrations close, usually 10 to 14 days before the weekend. Use the final participant list and any practical requirements rather than changing the allocation at arrival.
How much food and drink should I buy for a holiday home weekend?: Plan every meal, snack and drink for the confirmed number of guests, including dietary alternatives. For the first evening, allow roughly 2 to 3 drinks per person during the first hour, then adjust the rest of the weekend to your group and activities.
What should I do first when we arrive at the holiday home?: Pick up the keys, check the house and note any damage or missing items before unpacking. Then distribute luggage, set up the kitchen and tables, chill drinks and explain the house rules within the first 30 minutes.

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.