How to organise a Christmas dinner without rushing

A Christmas dinner runs smoothly when decisions are made in the right order. Start with the room, guest list and dietary requirements, then fix the menu before confirming suppliers or shopping. In the final week, prepare anything that keeps well, check serving equipment and assign seats. On the day, set up the room and kitchen before guests arrive, chill drinks early and leave enough time to finish hot dishes rather than cooking everything 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
Reserve the room
2
Draft invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Record the menu and recipes
2 people
7
Confirm supplier
8
Arrange the table layout
2 people
9
Assign seating
2 people
10
Make name badges
2 people
11
Print the program
12
Do the shopping
3 people
13
Check stock
2 people
14
Chill drinks
2 people
15
Wash vegetables
2 people
16
Cut vegetables
3 people
17
Prepare dessert
2 people
18
Prepare sauces
2 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Lay festive tables
4 people
22
Hang decorations
3 people
23
Check the lighting
2 people
24
Set up the kitchen
3 people
25
Finish dishes
4 people
26
Prepare the reception area
2 people

Event

27
Welcome guests
3 people
28
Take coats
2 people
29
Serve aperitifs
3 people
30
Escort guests to their table
2 people
31
Serve starter
4 people
32
Clear plates
3 people
33
Refill drinks
2 people
34
Serve the main course
5 people
35
Clear away the main course
4 people
36
Serve coffee and tea
3 people
37
Lead the Christmas program
2 people
38
Serve dessert
4 people
39
Say goodbye to guests
3 people
40
Return coats
2 people

Aftercare

41
Clear away dishes
4 people
42
Sort waste
2 people
43
Wash dishes
4 people
44
Clean the kitchen
3 people
45
Clean the room
4 people
46
Put furniture back
4 people
47
Remove decorations
3 people
48
Inventory materials
2 people
49
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Coat racksqty 3
Stoolsqty 4

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee spoonsqty 60
Dinner cutlery setsqty 60

Kitchen

Serving spoonsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Baking dishesqty 6
Serving plattersqty 8
Dessert serving traysqty 6
Thermos flasksqty 4
Corkscrewsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Extension cordsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 12
Christmas table decorationqty 12
Christmas tree
Christmas baublesqty 40
Name badgesqty 55

Lighting

LED string lightsqty 4
LED candlesqty 24

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Broom setsqty 2
Mopsqty 2

Catering

Groceries

Tips

Send invitations at least 4–6 weeks ahead and set a reply deadline about 10 days before dinner. Use the responses to record dietary requirements before finalising recipes, portions and seating.
Write the menu and recipes in one place, then check which dishes share the oven, hob or serving platters. Prepare dessert, sauces and chopped vegetables in advance so the final hour is reserved for finishing hot dishes.
Plan the table layout before setting the room. Allow roughly 60 cm of table edge per guest, and count dinner, deep and dessert plates, glasses, cutlery and serving spoons rather than assuming the existing stock is enough.
Do the main shopping 2–3 days before the dinner and check stock immediately afterwards. Chill drinks several hours before serving, and keep corkscrews, thermos flasks, coffee equipment and extension cords where the kitchen team can find them.
Finish the room setup before cooking starts: tables, chairs, coat racks, lighting, decorations and tablecloths should be ready first. Print the programme and prepare name badges before guests arrive, then keep one person responsible for welcoming guests and handling last-minute dietary questions.

Frequently asked questions

How far in advance should I plan a Christmas dinner?: Start 4–6 weeks before the dinner by reserving the room and sending invitations. Confirm the guest list and dietary requirements about 10 days beforehand, then buy most ingredients 2–3 days before the meal.
When should I send Christmas dinner invitations?: Send them 4–6 weeks in advance and give guests a clear reply deadline. A deadline around 10 days before dinner leaves time to adjust the menu, seating plan, name badges and shopping list.
How much table space does each Christmas dinner guest need?: Allow about 60 cm of table edge per person for a comfortable place setting. Count the space needed for dinner, deep and dessert plates, glasses, cutlery and serving dishes before deciding how many tables you need.
What should I prepare the day before a Christmas dinner?: Prepare dessert, sauces and vegetables that can be washed or cut ahead, and check all tableware and kitchen equipment. Set out decorations and the room layout the day before where possible, while leaving drinks to chill several hours before serving.

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.