How to organise a Christmas celebration

Start by fixing the date, venue and programme before you order food or send invitations. Then build the guest list, collect dietary requirements and assign people to practical jobs. Christmas celebrations often run late because gifts, fresh food, chilled drinks and presentation equipment are left until the last day. Use the final week for shopping and preparation, and keep the event day for setup, serving and running the programme.

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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 program
2 people
2
Reserve venue
3
Book catering
4
Book music and entertainment
5
Design invitations
6
Send invitations
2 people
7
Open registrations
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Create final guest list
12
Arrange the table layout
2 people
13
Develop the program
2 people
14
Compile music list
15
Prepare the Christmas quiz
2 people
16
Collect Christmas wishes
2 people
17
Buy gifts for children
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect fresh produce
2 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Prepare desserts
3 people
24
Wrap Christmas gifts
3 people
25
Bring materials to the venue
4 people
26
Open venue
2 people
27
Ventilate room
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up buffet
4 people
31
Set up coffee station
2 people
32
Set up the drinks station
2 people
33
Set out tableware
3 people
34
Finish buffet dishes
4 people
35
Display snacks
3 people
36
Set out desserts
2 people
37
Hang up decorations
4 people
38
Decorate the Christmas tree
3 people
39
Connect lighting
2 people
40
Test the music
2 people
41
Test presentation materials
2 people
42
Check toilets
2 people
43
Set up the reception table
2 people

Event

44
Welcome guests
4 people
45
Register attendance
2 people
46
Serve welcome drinks
3 people
47
Serve coffee and tea
3 people
48
Deliver the welcome speech
49
Serve snacks
4 people
50
Organize Christmas story
51
Accompany Christmas carols
2 people
52
Refill drinks
3 people
53
Open the buffet
2 people
54
Restock buffet dishes
4 people
55
Oversee the buffet
3 people
56
Serve diet meals
2 people
57
Collect plates and glasses
3 people
58
Serve dessert
3 people
59
Host the Christmas quiz
2 people
60
Hand out gifts
3 people
61
Read Christmas wishes aloud
62
See off guests
3 people

Aftercare

63
Collect waste
4 people
64
Wash dishes
4 people
65
Clean the kitchen
3 people
66
Take down the buffet
4 people
67
Clear tables and chairs
5 people
68
Remove decorations
3 people
69
Switch off equipment
2 people
70
Turn off lights
2 people
71
Clean the floors
3 people
72
Clean the restrooms
2 people
73
Lock up the venue
2 people
74
Return materials
4 people
75
Distribute leftover food
2 people
76
Take out the trash
2 people
77
Return borrowed items
2 people
78
Archive grocery receipts
79
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 8
Aluminum foilqty 3

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 4
Food warmersqty 8
Bluetooth speakersqty 2
Microphone
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 5

Decorations

Artificial Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Table runnersqty 10
Christmas arrangementsqty 10
Name badgesqty 90
Menusqty 10

Lighting

LED light stringsqty 6
LED candlesqty 30

Catering

Dessert serving plattersqty 8
Drink dispensersqty 3
Ice cube traysqty 4
Coffee thermosesqty 6
Gift bagsqty 30
Groceries

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Tips

Set the date, venue and programme first, then send invitations early enough to allow time for registrations and dietary requirements. Close registrations before creating the final guest list and table layout.
Book catering and entertainment before the busy Christmas period. Confirm the microphone, speakers, laptop, projector and screen at least one week before the celebration, and check that extension cords reach the setup.
Leave gifts, quiz materials and collected Christmas wishes in one labelled box. Buy children’s gifts before the final shopping trip, then wrap them several days ahead instead of on the event day.
Plan food in two stages: prepare snacks and desserts in advance, then collect fresh produce and chill drinks close to the event. Keep serving platters, tongs and spoons together so buffet setup does not delay the programme.
Bring venue materials in a written checklist, including tables, chairs, coat racks, tableware, coffee equipment, coolers and food warmers. Arrive early enough to arrange the tables, test the sound and set up the buffet before guests arrive.

Frequently asked questions

How far in advance should I plan a Christmas celebration?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Send invitations once the programme and catering arrangements are clear, then close registrations about 2 weeks before the event.
When should I order catering for a Christmas celebration?: Book catering 6 to 8 weeks before the celebration, or earlier during a busy Christmas period. Confirm the final guest count and dietary requirements 7 to 10 days before the event.
What should I prepare the day before a Christmas celebration?: Wrap the gifts, prepare snacks and desserts where possible, check the shopping list and chill the drinks. Pack the equipment and venue materials so setup on the day only involves arranging, testing and serving.
How early should I arrive to set up a Christmas celebration?: Allow at least 2 to 3 hours for a celebration with a buffet, table layout, gifts and entertainment. Use the first hour for furniture and food areas, then test the microphone, music, projector and programme before guests arrive.

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.