How to organise a Christmas celebration

Start by fixing the date, venue and guest list before planning food or entertainment. Then build the programme, send invitations and track registrations, including dietary requirements. The final week is for confirming numbers, shopping, preparing food, arranging tables and checking equipment. A printed run sheet and named volunteers keep the celebration moving when several things happen at once.

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
Reserve venue
3
Compile program
2 people
4
Design invitations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Compile the music program
2 people
9
Select Christmas carols
2 people
10
Assign volunteers
2 people
11
Set the catering menu
3 people
12
Book Santa Claus or a speaker
13
Check supplies
2 people
14
Arrange extra materials
2 people
15
Arrange the table layout
2 people
16
Print the run sheet
17
Confirm registrations
18
Submit the dietary list
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Store drinks refrigerated
2 people
22
Wash vegetables
2 people
23
Prepare desserts
3 people
24
Make table decorations
3 people
25
Sort gifts
2 people

Event

26
Open venue
2 people
27
Ventilate the rooms
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up buffet tables
3 people
31
Lay out crockery and cutlery
3 people
32
Test lighting and music
2 people
33
Hang decorations
4 people
34
Decorate the Christmas tree
3 people
35
Place candles and lights
2 people
36
Prepare snacks
4 people
37
Reheat the soup and main course
3 people
38
Set out buffet dishes
4 people
39
Set up drink points
2 people
40
Set up reception desk
2 people
41
Brief the welcome team
3 people
42
Welcome guests
3 people
43
Take coats
2 people
44
Serve coffee and tea
3 people
45
Give the Christmas speech
46
Accompany Christmas carols
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Clear tables during the event
3 people
50
Open the buffet
2 people
51
Oversee the buffet
4 people
52
Serve diet meals
2 people
53
Collect tableware
3 people
54
Serve dessert
3 people
55
Guide the Santa program
3 people
56
Handing out gifts
3 people
57
Provide music
2 people
58
Refill coffee and tea
2 people
59
See off guests
3 people
60
Collect lost and found items
2 people

Aftercare

61
Store food safely
3 people
62
Collect waste
4 people
63
Wash dishes
4 people
64
Clean the kitchen
3 people
65
Clear tables and chairs
4 people
66
Remove decorations
3 people
67
Take down Christmas tree
2 people
68
Clean the floors
3 people
69
Clean the restrooms
2 people
70
Clean equipment
2 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Take waste to the collection point
2 people
74
Hand over the venue
2 people
75
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 3
Buffet tablesqty 3
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Soup bowlsqty 75
Coffee cupsqty 75
Water glassesqty 100
Wine glassesqty 75
Coffee spoonsqty 75
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Food warmersqty 6
Serving plattersqty 12
Serving tongsqty 8
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 5
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Pansqty 5
Oven traysqty 4
Coolersqty 4
Thermos flasksqty 6
Water jugsqty 8
Kitchen brushesqty 3

Equipment

Speakersqty 2
Microphone
Music player
Extension cordsqty 4
Power stripsqty 4
Phone chargersqty 3

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Table runnersqty 8
Christmas arrangementsqty 8
Name badgesqty 75
Gift bagsqty 70
Gift ribbonqty 4
Poinsettiasqty 6

Lighting

LED light garlandsqty 8
LED candlesqty 30
Lanternsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Litter pickersqty 2
Rubber glovesqty 6
Laundry basketsqty 3

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Give guests a clear registration deadline so you have final numbers for catering and seating at least 7 days before the celebration.
Collect dietary requirements with every registration and submit one final list to the caterer or kitchen team. Reconfirm the list 2–3 days beforehand, because late changes are easy to miss.
Plan the room around the programme, not just the meal. Leave space for coat racks, a buffet table, Santa or a speaker, and keep serving routes clear between tables and the kitchen.
Check equipment several days before the event, including plates, cups, glasses, serving utensils, food warmers, coffee machines, kettles and coolers. Missing small items such as coffee spoons or water jugs can delay service.
Prepare the practical jobs in the final 48 hours: refrigerate drinks, wash vegetables, make desserts, finish table decorations and sort gifts. Print the run sheet and assign volunteers before guests arrive.

Frequently asked questions

How far in advance should I organise a Christmas celebration?: Book the venue and confirm the date at least 6–8 weeks ahead if possible. Send invitations around 4 weeks before the event, with a registration deadline 7 days before it.
When should I ask guests about dietary requirements?: Ask for dietary requirements when invitations are sent, not after the menu is chosen. Close the registration list 7 days before the celebration and confirm the final list again 2–3 days before serving.
How much time do I need to set up a Christmas celebration?: Allow at least 3 hours for room setup, table layout, decorations, equipment checks and food preparation. Add another 30–60 minutes if tables, chairs, buffet tables or coat racks must be moved into place.
What should I do the day before a Christmas celebration?: Prepare desserts and decorations, wash vegetables, sort gifts and check the shopping list the day before. Store drinks refrigerated and print the run sheet before the event day starts.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!