How to organise a Chinese New Year celebration

Start your Chinese New Year celebration by fixing the date, guest list, and venue before ordering food or decorations. Once registrations are in, use the final guest count to calculate catering, seating, tableware, drinks, and red envelopes. Build the schedule around the meal, games, music, and welcome moments, then leave the last day for fresh ingredients, chilled drinks, decoration, and rice and noodles. The usual problems are late dietary information, too little serving equipment, and food that is ready 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

1
Set the date and guest list
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
2 people
6
Calculate catering quantities
2 people
7
Reserve the venue and hall
8
Reserve tables and chairs
9
Order Chinese decorations
10
Order catering supplies
11
Compile music and playlist
12
Develop the program and schedule
2 people
13
Create game rules
2 people
14
Buy small prizes for games
15
Fill red envelopes
2 people
16
Prepare name badges
2 people
17
Print menus
18
Create route and welcome sign
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Pick up fresh ingredients
2 people
22
Chill drinks
2 people
23
Check dishes and glassware
2 people
24
Sort decorations
2 people
25
Prepare rice and noodles
3 people
26
Prepare sauces and marinades
2 people
27
Portion desserts
2 people
28
Prepare Name Tags and Menu Cards
29
Set up the hall
3 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Dress the buffet tables
3 people
33
Hang red decorations
3 people
34
Set up lanterns and string lights
3 people
35
Build the photo wall
2 people
36
Test sound system
2 people
37
Set up game tables
2 people
38
Lay out crockery and cutlery
3 people
39
Finish buffet dishes
4 people
40
Label allergen dishes
2 people
41
Set up the welcome desk
2 people
42
Hold crew briefing
6 people

Event

43
Welcome guests
3 people
44
Serve welcome drinks
3 people
45
Explain the program
46
Give a New Year's greeting
47
Guide the tea ceremony
2 people
48
Guide the photo moment
2 people
49
Guide Chinese games
3 people
50
Open the buffet
2 people
51
Serve dishes
4 people
52
Refill drinks
2 people
53
Keep buffet warm and replenished
3 people
54
Clear away dishes
3 people
55
Open the dessert buffet
2 people
56
Announce the winners
57
Provide music and dancing
2 people
58
Serve the last round
2 people
59
See guests out
3 people

Aftercare

60
Pack leftovers safely
3 people
61
Collect and sort waste
3 people
62
Clean the buffet and kitchen
4 people
63
Wash dishes and glassware
3 people
64
Put the tables and chairs back
4 people
65
Remove decorations
3 people
66
Clean the hall and restrooms
3 people
67
Return borrowed materials
2 people
68
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 4
Stoolsqty 8
Clothes hangersqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Bowls for riceqty 100
Chinese teacupsqty 90
Water glassesqty 100
Wine glassesqty 90
Chopsticksqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 20
Serving tongsqty 12
Serving traysqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Wok pansqty 4
Large cooking potsqty 3
Rice cookersqty 3
Measuring cupsqty 4
Mixing bowlsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Food warmersqty 6
Serving plattersqty 18
Thermos flasksqty 6

Equipment

Coolersqty 4
Kettlesqty 3
Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Decorations

Red table runnersqty 10
Red lanternsqty 30
String lightsqty 8
Paper fansqty 20
Luck symbolsqty 25
Red envelopesqty 100
Photo backdrop
Artificial blossom branchesqty 12
Red and gold balloonsqty 100
Balloon pumpqty 2
Table decorationsqty 10
Name badge holdersqty 90
Menu Card Holdersqty 12
Decorative fanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the celebration. Use the final number to confirm catering portions, seating, name cards, menus, dietary requirements, and the number of red envelopes or game prizes.
Reserve the venue, tables, chairs, buffet tables, and serving equipment before ordering decorations. Check that the room has enough space for a buffet queue and that guests can reach tables without blocking the entrance.
Plan the food in stages: prepare durable ingredients and sauces earlier, collect fresh ingredients on the final shopping trip, and cook rice and noodles close to serving time. Rice cookers, large pots, wok pans, and food warmers should be checked before cooking begins.
Write the programme with exact start times for the welcome, meal, games, music, and closing. Prepare game rules and small prizes in advance so the host is not explaining activities while food is being served.
Create a setup checklist for the final few hours: cool the drinks, sort decorations, place route and welcome signs, lay out chopsticks and cutlery, and print menus and name cards. Keep a separate area for dietary dishes and label it clearly before guests arrive.

Frequently asked questions

How far in advance should I plan a Chinese New Year celebration?: Fix the date, guest list, and venue at least 4 to 6 weeks ahead. Send invitations early, set a registration deadline 7 days before the event, and order decorations and catering supplies after the venue is confirmed.
When should I order food for a Chinese New Year celebration?: Confirm catering quantities as soon as registrations close, ideally 7 days before the celebration. Buy shelf-stable ingredients and supplies earlier, but collect fresh ingredients on the final shopping day and prepare rice and noodles close to mealtime.
How do I organise seating and tableware for Chinese New Year?: Use the final guest count to assign tables and check every place setting at least 1 day before the event. Allow one dinner plate, soup bowl, rice bowl, cup or glass, chopsticks, and suitable cutlery per guest, plus serving utensils for each dish.
What should I prepare on the day of the celebration?: Finish room setup, decorations, signs, table settings, and drink chilling 2 to 3 hours before guests arrive. Keep the last hour for fresh cooking, warming food, placing menus and name cards, and checking the programme, games, prizes, and red envelopes.

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.