How to organise a Christmas birthday

A Christmas birthday has two events to coordinate: the birthday and the Christmas gathering. Start with the guest list and dietary requirements, then work backwards from the date for the cake, shopping and food preparation. On the day, set up the coat area, tables, buffet, tree and lighting before guests arrive. Keep drinks chilled, serve aperitifs first and leave enough time for coffee, dessert and the birthday cake.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Order birthday cake
5
Picking up the cake
6
Check the shopping list
7
Do the shopping
2 people
8
Chill drinks
9
Prepare buffet dishes
3 people
10
Prepare desserts
2 people
11
Set up tables
2 people
12
Set out chairs
2 people
13
Set up the coat area
14
Decorate the Christmas tree
2 people
15
Hang decorations
2 people
16
Decorate tables
2 people
17
Connect lighting
18
Set up music
19
Set out tableware
2 people
20
Set up buffet
3 people
21
Prepare the restroom
22
Place waste stations

Event

23
Welcome guests
2 people
24
Take coats
25
Serve aperitifs
2 people
26
Serve snacks
2 people
27
Open the buffet
2 people
28
Refill buffet
2 people
29
Refill drinks
2 people
30
Serve coffee and tea
2 people
31
Cut the cake
32
Serve cake
2 people
33
Guide the birthday moment
34
Collect used dishes
2 people
35
See off the last guests
2 people

Aftercare

36
Pack leftovers
2 people
37
Wash dishes
2 people
38
Clear tables and chairs
2 people
39
Remove decorations
2 people
40
Sort and take out waste
2 people
41
Clean the room
2 people
42
Clean the toilet
43
Empty and clean coolers
44
Return borrowed items
45
Store leftover materials

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Clothing rack
Clothes hangersqty 35
Buffet tableqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Soup bowlsqty 36
Cutlery setsqty 36
Drinking glassesqty 40
Wine glassesqty 36
Coffee cupsqty 36
Serving plattersqty 8
Serving plattersqty 8
Serving spoonsqty 6
Serving utensilsqty 6

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 4
Table runnersqty 5
Christmas arrangementsqty 5
Birthday flagsqty 2
Tealight holdersqty 12

Lighting

Christmas lightsqty 3
Extension cordsqty 3
Power stripsqty 3

Equipment

Bluetooth speaker
Coolersqty 2
Thermos flasksqty 4

Kitchen

Coffee maker
Kettle
Cutting boardsqty 3
Chef's knifeqty 2
Cake knife
Cake spatula
Kitchen tongsqty 3
Measuring cupsqty 2
Bottle openersqty 2
Corkscrewsqty 2

Cleaning

Waste binsqty 3
Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Dish rackqty 2
Microfiber clothsqty 8

Catering

Groceries

Tips

Send invitations early and process registrations as they arrive. Set a firm reply date at least 10 days before the party so you can plan seating, food quantities and dietary alternatives.
Order the birthday cake at least 7 days ahead, then schedule pickup for the day itself or the previous day. Do not leave cake collection until the final hour, especially when the shop has limited opening times.
Split preparation across the final 48 hours: chill drinks, prepare buffet dishes and desserts, and check the shopping list before the main shop. Keep coolers available for drinks if the refrigerator is needed for food.
Set up the coat area before guests arrive, with one hanger per expected guest plus 10% spare. Place tables, chairs, tableware and the buffet so guests can move from aperitifs to food without blocking the entrance.
Test the Christmas lights, extension cords, power strips and Bluetooth speaker several hours before arrival. Prepare the restroom, waste stations, coffee maker and thermos flasks before welcoming the first guests.

Frequently asked questions

How far in advance should I plan a Christmas birthday?: Start 4 to 6 weeks before the date with the guest list and invitations. Confirm registrations and dietary requirements no later than 10 days before the celebration, then order the cake at least 7 days ahead.
When should I prepare the food for a Christmas birthday?: Prepare desserts and dishes that keep well during the previous 24 to 48 hours. Finish the buffet on the day, allowing at least 2 hours for setup, plating and arranging serving utensils.
How many chairs and coat hangers do I need?: Provide one chair and one place setting per confirmed guest, plus 2 extra chairs for flexibility. Use one hanger per guest and keep at least 10 spare hangers for coats, scarves and bags.
When should I set up drinks and the buffet?: Chill drinks at least 6 hours before guests arrive, or overnight when possible. Set up the buffet 60 to 90 minutes before arrival, while keeping hot or delicate dishes until closer to serving time.

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.