How to organise a Christmas dinner without last-minute stress

Start with the date, venue and guest list, then work towards the menu and table plan. For a Christmas dinner, dietary requirements need collecting before you finalise recipes or quantities. Leave fresh groceries, chilled drinks and decorations until the right stage, but prepare sauces, desserts and cut vegetables ahead of time. The final setup should cover seating, tableware, name tags, lighting and serving equipment, so guests can sit down without a scramble.

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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
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Create menu
2 people
7
Determine vegetarian options
2 people
8
Arrange the table layout
2 people
9
Make name badges
2 people
10
Order groceries
2 people
11
Check the delivery
2 people
12
Buy non-perishable groceries
2 people
13
Buy fresh groceries
3 people
14
Chill drinks
2 people
15
Wash and cut vegetables
3 people
16
Prepare desserts
3 people
17
Prepare sauces
2 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Set out tableware
3 people
21
Set out cutlery and glasses
3 people
22
Lay table linen
3 people
23
Place name tags
2 people
24
Hang decorations
3 people
25
Decorate the Christmas tree
2 people
26
Check the lighting
2 people
27
Set up the kitchen workspace
2 people
28
Set out ingredients
3 people
29
Set up the dinner buffet
3 people
30
Label diet meals
2 people
31
Set up the reception desk
2 people
32
Give staff briefing
3 people

Event

33
Welcome guests
3 people
34
Serve aperitifs
3 people
35
Serve starter
4 people
36
Serve the main course
5 people
37
Refill drinks
2 people
38
Clear tables in between
3 people
39
Serve dessert
4 people
40
Serve coffee and tea
3 people
41
Serve last round of drinks
2 people
42
See off guests
3 people

Aftercare

43
Collect waste
3 people
44
Clear tables and chairs
4 people
45
Wash dishes
4 people
46
Clean the kitchen
3 people
47
Clean the room
3 people
48
Take down decorations
2 people
49
Pack leftover food
2 people
50
Check stock and damage
2 people
51
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tableqty 2
Reception desk

Tableware

Dinner platesqty 50
Deep platesqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 60
Knivesqty 55
Forksqty 55
Spoonsqty 55
Serving spoonsqty 12
Serving plattersqty 12
Carafesqty 8

Decorations

Tableclothsqty 6
Napkinsqty 60
Name badgesqty 50
Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 6
Table decorationsqty 6

Lighting

String lightsqty 6
LED candlesqty 24

Equipment

Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Food storage containersqty 12
Oven mittsqty 4

Cleaning

Washing-up bowlsqty 2
Trash binsqty 4
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm registrations before ordering food, then record every dietary requirement in one place. Do this at least 10 days before dinner so vegetarian options and substitutions can be built into the menu.
Create the menu before buying groceries and separate non-perishable items from fresh ingredients. Buy pantry items earlier, then schedule fresh groceries and delivery checks within 24 hours of the meal.
Prepare desserts, sauces and washed vegetables in advance, but keep cut vegetables refrigerated. A practical target is to finish most preparation the day before and leave only reheating and final assembly for the event day.
Set the room in the order guests will use it: tables and chairs first, then table linen, plates, cutlery, glasses and name tags. Count each place setting and keep at least 10 percent extra plates, glasses and cutlery if available.
Chill drinks several hours before guests arrive and check that coolers, food warmers, coffee machines and kettles have their own space. Keep serving platters and serving spoons beside the buffet table rather than searching for them during dinner.

Frequently asked questions

How far in advance should I plan a Christmas dinner?: Confirm the date, location and initial guest list at least 4 weeks ahead. Collect dietary requirements and confirm registrations around 10 days before the dinner, leaving enough time to adjust the menu and order food.
When should I buy groceries for a Christmas dinner?: Buy non-perishable groceries several days in advance. Buy fresh groceries within 24 hours of the meal, and check any delivery as soon as it arrives so missing or damaged items can be replaced.
What can I prepare the day before Christmas dinner?: Prepare desserts, sauces and washed or cut vegetables the day before, storing anything perishable in the refrigerator. Set out decorations and check tableware then, so the event day is mainly for cooking, reheating and serving.
How many plates and glasses do I need per guest?: Plan one dinner plate, one deep plate if the menu needs it, one dessert plate, a water glass and a wine glass per guest, plus the required cutlery. Add about 10 percent spare tableware when possible for breakages, dropped cutlery or unexpected guests.

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.