How to organise a New Year's drinks reception

Start with the date, venue and running order, then work backwards from the final guest count. A drinks reception needs more than bottles and glasses: dietary information, chilled storage, coffee, lighting and a workable buffet layout all affect the flow of the evening. Send invitations early enough to collect registrations and allergies, and leave the final two days for shopping, preparation and venue checks. This plan takes you from the first booking to the last setup check.

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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
Reserve venue
2
Set the date and program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Send reminder
7
Count the final number of guests
8
Check the shopping list
2 people
9
Do the shopping
2 people
10
Collect materials
2 people
11
Check venue and toilets
2 people
12
Store groceries chilled
2 people
13
Prepare allergen information
14
Sort drinks
2 people
15
Set up tables
4 people
16
Set up chairs
3 people
17
Lay tablecloths
2 people
18
Set out tableware
3 people
19
Set up buffet tables
3 people
20
Prepare snacks
4 people
21
Chill drinks
3 people
22
Prepare coffee and tea
2 people
23
Hang decorations
3 people
24
Connect lighting
2 people
25
Set up music
26
Set up entrance and cloakroom
2 people
27
Place waste stations
2 people

Event

28
Handle guest reception
3 people
29
Serve welcome drinks
3 people
30
Serve snacks
3 people
31
Refill drinks
2 people
32
Restock the buffet
2 people
33
Serve coffee and tea
2 people
34
Collect used dishes
2 people
35
Check the Toilets in Between
36
Serve the final round of snacks
2 people
37
See guests off
2 people

Aftercare

38
Store leftovers refrigerated
2 people
39
Collect waste
3 people
40
Wash dishes
3 people
41
Clean the venue
4 people
42
Put furniture back
4 people
43
Remove decorations
2 people
44
Inventory materials
2 people
45
Return borrowed items
2 people
46
Take out the trash
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 2
Tableclothsqty 8

Tableware

Water glassesqty 70
Wine glassesqty 50
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 6
Serving utensilsqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bottle openersqty 6
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Table decorationsqty 8

Lighting

String lightsqty 4
LED candlesqty 20

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Vacuum cleaner

Catering

Groceries

Tips

Set the date and programme before inviting people, including the arrival and finish times. Send invitations early enough to process replies and collect dietary requirements before you buy food.
Set a registration deadline and send a reminder several days before it. Count the final number of guests at least 3 days before the reception so you can check drinks, snacks, glasses and seating without guessing.
Plan chilled storage before shopping. Cool drinks in advance, keep groceries refrigerated when you arrive, and use coolers if the venue cannot hold everything in a fridge.
Prepare the buffet and allergen information before guests arrive. Keep serving platters, utensils and covered trays together, and label food clearly rather than answering ingredient questions one by one.
Do a venue and toilet check on the day, then set up tables, chairs, lighting, music and power connections in that order. Test speakers, extension cords and coffee equipment before the first guest arrives.

Frequently asked questions

How far in advance should I plan a New Year's drinks reception?: Reserve the venue and set the date at least 6 to 8 weeks ahead. Send invitations soon after, then close registrations about 7 days before the reception so you have time to confirm dietary requirements and shop.
How many drinks should I plan per guest for a New Year's reception?: For the first hour, allow about 2 to 3 drinks per person, then around 1 to 2 drinks per person for each additional hour. Add water, coffee and tea separately, and use the final guest count rather than the original invitation list.
When should I chill drinks for a New Year's drinks reception?: Chill drinks the day before where possible, especially sparkling wine and soft drinks. On the day, check the coolers and move any remaining bottles into them several hours before guests arrive.
When should I prepare allergen information for the buffet?: Collect dietary requirements when guests register and prepare the allergen information no later than the day before. Keep labelled dishes separate and make the information visible at the buffet before opening.

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.