How to organise a Christmas celebration

Start by fixing the date, location and guest list before planning food or decorations. Build the programme around arrival, the meal, activities and gift-giving, then use registrations to track dietary requirements and volunteer cover. The final week is for confirmations, shopping and printing the documents people need on the day. A short safety check and a timed setup plan prevent the most common last-minute problems.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Create the program and schedule
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Send reminder to participants
7
Print participant list
8
Print the dietary overview
9
Confirm reservations
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Collect fresh produce
2 people
13
Sort Christmas decorations
2 people
14
Prepare music and playlist
15
Put together the Christmas quiz
2 people
16
Choose games and activities
2 people
17
Prepare Christmas craft activity
3 people
18
Check the gifts
2 people
19
Wrap gifts
3 people
20
Prepare name stickers
21
Print menus
22
Create volunteer schedule
2 people
23
Check first aid kit
24
Make the fire extinguisher accessible
25
Clear emergency exits
2 people
26
Clean the space in advance
3 people
27
Set up tables and chairs
4 people
28
Set up buffet tables
2 people
29
Set up Christmas tree
3 people
30
Decorate the Christmas tree
3 people
31
Hang decorations
3 people
32
Hang lights
2 people
33
Connect music equipment
2 people
34
Test the music
35
Set up craft tables
3 people
36
Lay out quiz materials
2 people
37
Set up the gift table
2 people
38
Prepare name stickers
39
Chill drinks
2 people
40
Prepare coffee and tea
2 people
41
Prepare snacks
4 people
42
Prepare dinner
5 people
43
Set aside special diet meals
2 people
44
Lay out crockery and cutlery
3 people
45
Check toilets
46
Decorate the entrance festively
2 people
47
Set up the reception team
2 people

Event

48
Receive participants
3 people
49
Hand out name stickers
2 people
50
Serve welcome drinks
3 people
51
Deliver the welcome speech
52
Lead the Christmas craft activity
4 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Host the Christmas quiz
2 people
56
Check the quiz answers
2 people
57
Announce the winners
58
Open the dinner buffet
2 people
59
Refill the dinner buffet
3 people
60
Serve dinner
5 people
61
Distribute diet meals
2 people
62
Collect tableware
3 people
63
Accompany Christmas carols
2 people
64
Recite the Christmas story
65
Hand out gifts
3 people
66
Serve dessert and coffee
4 people
67
See off guests and manage departure
3 people

Aftercare

68
Chill leftovers safely
2 people
69
Collect waste
4 people
70
Remove decorations
3 people
71
Take down Christmas tree
3 people
72
Put tables and chairs back
4 people
73
Wash dishes
4 people
74
Clean the kitchen
3 people
75
Clean the room
4 people
76
Clean the restrooms
2 people
77
Switch off equipment
2 people
78
Check materials
2 people
79
Return borrowed items
2 people
80
Distribute leftover food
2 people
81
Collect lost property
82
Take waste to the collection point
2 people
83
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 60
Glassesqty 70
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Teaspoonsqty 60
Serving spoonsqty 12
Pouring jugsqty 6

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree topper
Garlandsqty 6
Christmas wreathsqty 3
Table runnersqty 8
Christmas napkinsqty 80
Name stickersqty 70
Wrapping paperqty 6
Ribbonqty 4
Christmas table decorationqty 8

Lighting

LED string lightsqty 6
LED candlesqty 24
Extension cordsqty 4
Power stripsqty 4

Equipment

Speakersqty 2
Mixer
Microphone
Laptop
Projection screen
Projector

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Baking dishesqty 8
Serving plattersqty 12
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Kitchen tongsqty 6
Aluminum foilqty 3
Food storage containersqty 12
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Sports equipment

Christmas quiz formsqty 60
Pensqty 60
Craft matsqty 6
Scissorsqty 20
Glue sticksqty 30
Colored pencilsqty 10
Craft paperqty 10
Christmas stickersqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include arrival time, meal service, the Christmas quiz or games, the craft activity and gift-giving, with realistic gaps between each part.
Close registrations early enough to act on the numbers. Collect dietary requirements at the same time, then print both the participant list and dietary overview before the event day.
Do not leave fresh produce and the final shopping until the morning of the celebration. Check the shopping list first, confirm reservations, and collect perishable items as close to serving time as practical.
Prepare the room in zones: tables and chairs for eating, a separate buffet area, coat storage, and a clear place for activities. Print menus, prepare name stickers and finish gift wrapping before setup begins.
Make safety part of the setup rather than an afterthought. Check the first aid kit, keep the fire extinguisher accessible, clear emergency exits, and secure LED lights and extension cords before guests arrive.

Frequently asked questions

How far in advance should I plan a Christmas celebration?: Fix the date and location at least 6 to 8 weeks ahead, especially if you need reservations or volunteer help. Send invitations once the basic programme is clear, and set a registration deadline around 2 weeks before the event.
When should I collect dietary requirements for a Christmas celebration?: Ask for dietary requirements with the invitation or registration form, then close the list at least 10 to 14 days before the meal. Print the dietary overview after the final registrations and keep a copy with the people serving food.
What should I prepare the day before a Christmas celebration?: Finish the decorations, playlist, quiz, games, craft activity and wrapped gifts the day before. Also print the participant list, dietary overview and menus, and check that tableware, seating and buffet tables are ready.
How early should I arrive to set up a Christmas celebration?: Allow at least 2 to 3 hours for a celebration with decorations, food service and activities. Use the first hour for furniture and safety checks, the next for table settings and decorations, and keep the final 30 minutes for fresh food and last-minute details.

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.