How to organise a Hollywood theme night

A Hollywood theme night works best when guests know the dress code, the programme has a clear running order and the room is ready before anyone arrives. Start with the date, venue and invitations, then collect dietary requirements before deciding how much food to order. Leave enough time for decorations, lighting, music and the quiz rather than treating them as last-minute jobs. On the day, set up the buffet and bar first, test the microphone and speakers, and chill the drinks before welcoming guests.

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
Set the theme and dress code
2
Confirm location and date
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Determine catering quantities
2 people
7
Make reservations
8
Put together evening music
9
Create program and quiz questions
2 people
10
Make name badges and table numbers
11
Check supplies
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Prepare desserts
2 people
16
Clean the venue
3 people
17
Set up tables and chairs
4 people
18
Set up the buffet and bar
3 people
19
Set out tableware and cutlery
2 people
20
Hang decorations
3 people
21
Install lighting
2 people
22
Test music and microphone
2 people
23
Prepare the quiz and materials
2 people

Event

24
Welcome guests
3 people
25
Serve welcome drinks
2 people
26
Explain the program and house rules
27
Serve snacks
3 people
28
Guide the photo contest
2 people
29
Host the quiz
2 people
30
Set up the buffet
3 people
31
Serve dinner
4 people
32
Refill drinks
2 people
33
Restock the buffet
2 people
34
Serve dessert
3 people
35
Announce the winners
36
Coordinate music and dancing
37
Say goodbye to guests
2 people

Aftercare

38
Clear away food and drinks
3 people
39
Collect and sort waste
3 people
40
Wash dishes
3 people
41
Remove decorations
3 people
42
Put furniture back
4 people
43
Clean the venue
3 people
44
Check and store the materials
2 people
45
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Buffet tablesqty 2
High tablesqty 3
Clothing rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 55
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Mixing bowlsqty 4
Serving plattersqty 10
Serving tongsqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Speakersqty 2
Microphone
Music player
Extension cordsqty 4
Power stripsqty 3
Notice board

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Red carpet
Golden starsqty 30
Clapperboardsqty 3
Decorative film rollsqty 4
Balloonsqty 100
Balloon ribbonqty 2
Photo backdrop
Gold table runnersqty 6
Name badgesqty 60
Table numbersqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Send the invitation at least 3–4 weeks ahead and state the Hollywood dress code clearly. Ask guests to confirm attendance and dietary requirements by a fixed deadline, ideally 7–10 days before the event.
Plan the evening in timed sections: allow about 30 minutes for arrivals and welcome drinks, then schedule dinner, the quiz and any speeches or awards. Print the programme so the host is not relying on memory.
Work out catering after registrations close. For a drinks reception, allow roughly 2–3 drinks per guest during the first hour, then check your final guest count before buying food, desserts and non-alcoholic options.
Finish the room setup at least 60 minutes before guests arrive. Arrange tables and chairs, put out tableware, label tables and name badges, and keep a separate area for coats so the entrance does not become crowded.
Test the microphone, speakers, music player and lighting before the doors open, including extension cords and power strips. Keep the quiz questions and materials together, and prepare chilled drinks, snacks and serving utensils in advance.

Frequently asked questions

How far in advance should I plan a Hollywood theme night?: Set the date and venue at least 4–6 weeks ahead, then send invitations. Close registrations and dietary requests 7–10 days before the night so you can confirm catering quantities and seating.
How much food and drink do I need for a Hollywood theme night?: Base food quantities on the confirmed guest list rather than early replies. For drinks, plan about 2–3 per person in the first hour, followed by around 1–2 per person for each additional hour, with non-alcoholic choices included.
When should I decorate and set up the venue?: Complete tables, chairs, buffet, bar, decorations and lighting at least 60 minutes before guests arrive. Chill drinks and prepare snacks early enough that the final 30 minutes are available for sound and microphone checks.
What should the programme for a Hollywood theme night include?: Use a simple running order with arrival drinks, food, the quiz and any speeches or awards. Allow about 30 minutes for arrivals and keep quiz questions and materials ready before the first guest enters.

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.