How to organise a New Year's drinks reception

Start by fixing the date, venue and reservation before drafting invitations. Use registrations to build a final guest count, collect dietary requirements and calculate drinks, snacks, glasses and seating from that number. The last week is for shopping, storing drinks cold and packing dietary items separately. On the day, allow time to ventilate the room, arrange the buffet and bar, test lighting and music, and put out serving equipment before guests arrive.

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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
Confirm reservation
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Close registrations and dietary requirements
8
Count the final number of guests
9
Determine menu and quantities
2 people
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Store drinks refrigerated
2 people
13
Prepare snacks
3 people
14
Pack diet products separately
2 people
15
Arrange the venue and key
16
Distribute tasks and contact details

Event

17
Open venue
2 people
18
Ventilate room
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the buffet and bar
3 people
22
Hang decorations
2 people
23
Connect lighting
2 people
24
Connect the music
25
Set out dishes and glasses
2 people
26
Arrange snacks on platters
3 people
27
Set out coffee and tea
2 people
28
Check bar stock
2 people
29
Handle guest reception
2 people
30
Serve snacks
3 people
31
Serve drinks
2 people
32
Refill drinks
2 people
33
Restock the buffet
2 people
34
Refill coffee and tea
35
Collect used dishes
2 people
36
Check toilets
37
Assist with farewell and cloakroom
2 people

Aftercare

38
Pack leftovers safely
2 people
39
Collect and sort waste
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Remove decorations
2 people
43
Clean the venue
3 people
44
Switch off equipment
2 people
45
Return supplies
2 people
46
Return borrowed items
2 people
47
Collect lost property

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Coat rackqty 2
Stoolsqty 8

Tableware

Wine glassesqty 60
Beer glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Corkscrewsqty 3
Bottle openersqty 3
Ice cube traysqty 3

Decorations

Balloonsqty 100
Buntingqty 10
Tableclothsqty 6
Napkin holdersqty 6
New Year's decorations
Confetti-free table decorqty 6

Lighting

String lightsqty 4
LED lampsqty 8

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Ice packsqty 12

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6
Tea towelsqty 12
Towelsqty 6
Waste binsqty 4
Hand soap dispenserqty 2

Catering

Groceries

Tips

Close registrations and dietary requirements before placing the final food order. Keep the guest count, dietary list and separately packed diet products together so nothing is missed during setup.
Plan drinks by serving period rather than buying at random. For the first hour, allow roughly two to three drinks per guest, then add water and hot drinks for the rest of the reception.
Refrigerate drinks as soon as you bring them in, and check cooler space before shopping. Ice cube trays and extra coolers are easy to overlook when the venue has limited refrigeration.
Set up the bar and buffet before decorating the room. Put wine, beer and water glasses at the right stations, and place serving platters, tongs, bottle openers and corkscrews where guests and helpers can reach them.
Test every practical detail at least 60 minutes before opening: extension cords, power strips, string lights, LED lamps, speakers and coffee or hot-water equipment. Keep coats and chairs clear of cables and leave a simple contact list for the people on duty.

Frequently asked questions

How far in advance should I send invitations for a New Year's drinks reception?: Send invitations around four to six weeks before the reception, especially if it falls during a busy holiday period. Set the registration deadline about 10 to 14 days before the event so you can confirm food and drink quantities.
How many drinks should I plan per person for a New Year's reception?: For the first hour, plan on two to three drinks per guest, then roughly one to two drinks per person for each additional hour. Add water and hot drinks separately, and increase the estimate if the reception lasts more than three hours.
When should I finalise dietary requirements?: Close dietary registrations at least 10 days before the reception. Pack those items separately on the day and label them clearly before setting up the buffet.
How early should I arrive to set up a New Year's drinks reception?: Allow at least two hours before guests arrive for a full setup. Use the first hour for ventilation, tables, chairs and the buffet, then reserve the final 60 minutes for lighting, music, glasses, drinks and a safety check.

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