How to organise a New Year’s reception

A New Year’s reception works best when guests can move easily between the welcome area, buffet and drinks bar. Start by confirming the date, venue and guest list, then use registrations to plan food, seating and dietary options. Leave the final days for shopping, chilling drinks and preparing food rather than solving layout problems. On the day, set up tables, lighting, sound, toilets and coat storage before guests arrive, and keep coffee, tea and water available throughout.

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
Confirm date and location
2
Compile guest list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Determine catering quantities
2 people
7
Make reservations
8
Create the room layout
2 people
9
Create menus and labels
2 people
10
Compile the music playlist
11
Check the shopping list
2 people
12
Do the shopping
3 people
13
Set out supplies and materials
2 people
14
Chill drinks
2 people
15
Prepare snacks
4 people
16
Cut vegetables and fruit
2 people
17
Stock the coffee and tea station
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up buffet
3 people
21
Set up the drinks bar
2 people
22
Hang decorations
3 people
23
Set up lighting
2 people
24
Test sound system
2 people
25
Check toilets
26
Set up the registration table
2 people
27
Brief the team
3 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
3 people
30
Serve snacks
4 people
31
Serve coffee and tea
2 people
32
Refill drinks
2 people
33
Refill buffet
2 people
34
Collect used dishes
2 people
35
Wipe down tables between uses
2 people
36
Remove waste periodically
37
See guests off
2 people

Aftercare

38
Close the buffet and bar
3 people
39
Wash dishes
3 people
40
Clear away furniture
4 people
41
Remove decorations
2 people
42
Clean the room
3 people
43
Sort and remove waste
2 people
44
Put stock back
2 people
45
Clean and dry materials
2 people
46
Return borrowed items
2 people
47
Store leftovers safely

What to bring

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

Furniture

Buffet tablesqty 4
High tablesqty 8
Chairsqty 50
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 70
Champagne glassesqty 60
Water glassesqty 70
Platesqty 70
Coffee cupsqty 50
Cutlery setsqty 70
Serving utensilsqty 12

Decorations

Tableclothsqty 12
New Year balloonsqty 30
Buntingqty 8
Confettiqty 4
Candlesqty 24
Menu Card Holdersqty 8
Name badgesqty 60

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Ice cube traysqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Serving traysqty 10
Small bowlsqty 12
Bottle openersqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12

Lighting

LED string lightsqty 4
Table lampsqty 6

Catering

Groceries

Tips

Close registrations early enough to calculate catering quantities and collect dietary requirements; allowing at least 7 days gives you time to adjust the menu and labels.
Plan the room around traffic flow: place the buffet against a wall, keep the drinks bar separate, and leave a clear route to the toilets and coat racks so queues do not block guests.
Chill drinks several hours before arrival, using coolers and ice for bottles that will not fit in a refrigerator. Keep water glasses visible at the drinks bar rather than relying on guests to ask.
Prepare cut vegetables, fruit and snacks in advance, but put out only part of the food at first. Refill serving trays during the reception so food stays presentable and does not sit out unnecessarily long.
Test the Bluetooth speaker, microphone, extension cords and power strips before guests arrive. Do a final check of candles, lighting, waste bins and toilets 30 minutes before opening.

Frequently asked questions

How far in advance should I plan a New Year’s reception?: Confirm the date and location 6 to 8 weeks ahead, then send invitations early enough to collect registrations and dietary requirements. Finalise catering quantities and the room layout at least 7 days before the reception.
How much food should I order for a New Year’s reception?: Base quantities on confirmed registrations, then add roughly 10% for late changes and larger appetites. Decide whether the reception needs snacks only or a full buffet before calculating portions, because the food requirement differs considerably.
When should I set up the drinks bar?: Set up the drinks bar 2 to 3 hours before guests arrive, including glasses, serving equipment and water. Chill drinks in advance and add ice shortly before opening so it does not melt before the reception begins.
What should I check 30 minutes before a New Year’s reception?: Check the buffet, drinks bar, coffee and tea station, toilets, lighting, sound system and waste bins. Also make sure dietary labels are in place, coats have somewhere to go, and there is a clear path through the room.

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.