How to organise a Christmas celebration

A Christmas celebration runs more smoothly when you fix the guest count, room layout and serving order before you start cooking. Begin with the date, venue and invitations, then collect dietary requirements and close registrations in time to plan portions. After that, organise tables, chairs, tableware and the evening programme. Leave the final days for shopping, chilling drinks, cooking fresh food and decorating rather than chasing missing information.

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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
Confirm date and location
2
Compile guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Determine the final number of guests
2 people
7
Finalize menu and serving order
2 people
8
Take inventory of supplies
2 people
9
Reserve tables and chairs
10
Arrange extra tableware
11
Put together the music
12
Create the evening program
2 people
13
Prepare the Christmas quiz
2 people
14
Collect gifts
2 people
15
Arrange the table layout
16
Check stock of non-perishable products
17
Do the shopping
3 people
18
Collect fresh produce
2 people
19
Chill drinks
2 people
20
Prepare meat and vegetarian main courses
3 people
21
Prepare soups
2 people
22
Prepare side dishes
3 people
23
Prepare desserts
2 people
24
Sort Christmas decorations
2 people
25
Clean the venue
3 people
26
Set up waste stations
27
Set up gift table
2 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Set table linen
2 people
31
Set out plates and cutlery
3 people
32
Set out glasses
2 people
33
Hang decorations
3 people
34
Put up the Christmas tree and string lights
3 people
35
Set up buffet tables
3 people
36
Set out aperitif snacks
2 people
37
Set up the coffee and tea station
2 people
38
Test music and microphone
2 people
39
Place name tags
2 people
40
Give briefing to helpers
3 people

Event

41
Welcome guests
3 people
42
Take coats
2 people
43
Serve aperitifs
3 people
44
Refill drinks
2 people
45
Deliver the welcome speech
46
Accompany Christmas carols
2 people
47
Host the Christmas quiz
2 people
48
Open the buffet
2 people
49
Serve hot dishes
4 people
50
Replenish cold dishes
2 people
51
Keep allergen information available
52
Restock plates and cutlery
2 people
53
Finish the buffet
3 people
54
Serve dessert
3 people
55
Serve coffee and tea
2 people
56
Exchange gifts
2 people
57
Guide the Christmas play
2 people
58
Serve last-round drinks
2 people
59
See off guests
3 people

Aftercare

60
Chill leftover food
3 people
61
Collect waste
3 people
62
Pre-sort tableware
2 people
63
Clear tables
4 people
64
Wash dishes
3 people
65
Clean the kitchen
3 people
66
Clean the floors
2 people
67
Take down decorations
3 people
68
Put furniture back
4 people
69
Check borrowed materials
2 people
70
Return borrowed materials
2 people
71
Sort and store leftovers
2 people
72
Take waste to the collection point
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Clothing rack
Gift table

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 60
Serving spoonsqty 12
Serving plattersqty 12
Soup ladlesqty 4
Bread basketsqty 4
Pitchersqty 6
Carafesqty 6
Serving traysqty 6

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Table runnersqty 8
Christmas arrangementsqty 8
Name badgesqty 55
Wrapping paperqty 4
Ribbon rollsqty 3

Lighting

String lightsqty 5
LED candlesqty 24
Extension cordsqty 4
Power stripsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 6
Coolersqty 3
Bluetooth speaker
Microphone
Music player

Kitchen

Cutting boardsqty 5
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 5
Pansqty 6
Baking dishesqty 6
Aluminum foilqty 3
Food storage containersqty 20

Cleaning

Waste binsqty 4
Broomqty 2
Floor mopqty 2
Bucketsqty 3
Dish brushesqty 4
Tea towelsqty 12
Spongesqty 8

Catering

Groceries

Tips

Close registrations at least 7 days before the celebration. Use the final guest count to confirm dietary requirements, portion sizes and the number of plates, glasses, cups and cutlery needed.
Plan the room before decorating it. Allow roughly 60 cm of table space per seated guest, and keep the buffet, gift table and clothing rack out of the main walking route.
Set the serving order before preparing the menu. Soups, main courses, side dishes and desserts need different serving platters, ladles or spoons, so check these against your supplies at least 3 days beforehand.
Buy non-perishable products first and collect fresh produce as late as practical, preferably 1 day before the event. Chill drinks several hours before guests arrive; a warm drinks problem is difficult to fix once the celebration starts.
Finish the programme at least 3 days ahead, including the Christmas quiz, music and gift moment. Keep a short buffer of 10 to 15 minutes between food, speeches or activities so one delay does not disrupt the whole evening.

Frequently asked questions

How far in advance should I plan a Christmas celebration?: Fix the date and venue 6 to 8 weeks ahead, then send invitations. Close registrations about 7 days before the event so you can finalise the menu, seating and supplies.
When should I send Christmas celebration invitations?: Send them 4 to 6 weeks before the celebration, especially if guests need to travel or provide dietary requirements. Set an RSVP deadline at least 7 days before the event.
How much food do I need for a Christmas celebration?: Base the quantities on the final guest count, not the number originally invited. For a first-hour drinks reception, plan around 2 to 3 drinks per person, then match meal portions to the confirmed number of guests and dietary needs.
What should I prepare the day before a Christmas celebration?: Collect fresh produce, check the room and table layout, chill the drinks and prepare dishes that keep well. Leave only final cooking, reheating and last-minute decoration for the event day.

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.