How to organise a New Year’s reception

Start by fixing the guest count and the shape of the reception, then work backwards from the opening time. Send invitations early enough to collect registrations and dietary requirements before ordering food. In the final week, confirm the guest list, calculate catering quantities and check every serving item and piece of equipment. On the day, prepare the room, buffet and drinks station before guests arrive, with a separate welcome desk and a clear coffee and tea setup.

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
Reserve a room
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create final guest list
7
Determine catering quantities
8
Check the shopping list
9
Do the shopping
2 people
10
Chill the drinks
2 people
11
Prepare snacks
3 people
12
Open venue
2 people
13
Ventilate room
14
Set up tables
3 people
15
Set up chairs
2 people
16
Set up the cloakroom
17
Decorate tables
2 people
18
Hang decorations
2 people
19
Set up the buffet
3 people
20
Set up the drinks station
2 people
21
Set out coffee and tea
22
Test the equipment
2 people

Event

23
Staff the welcome desk
2 people
24
Welcome guests
2 people
25
Serve welcome drinks
3 people
26
Serve snacks
3 people
27
Refill buffet
2 people
28
Refill drinks
2 people
29
Refill coffee and tea
30
Collect used dishes
2 people
31
Empty trash bins
32
See off guests
2 people

Aftercare

33
Store leftovers safely
2 people
34
Dismantle furniture
3 people
35
Wash dishes
3 people
36
Clean the room
3 people
37
Remove decorations
2 people
38
Take out the trash
2 people
39
Return materials
2 people
40
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Stoolsqty 6

Tableware

Wine glassesqty 70
Champagne glassesqty 70
Drinking glassesqty 70
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving traysqty 8
Serving plattersqty 10
Small bowlsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Bottle openersqty 4
Corkscrewsqty 3
Thermos flasksqty 6

Equipment

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

Lighting

String lightsqty 6

Decorations

Tableclothsqty 8
Balloon archesqty 2
New Year's decorations
Flower arrangementsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Set the RSVP deadline at least 10 days before the reception. Use the final guest list to confirm dietary requirements and calculate food, plates, glasses and seating instead of relying on rough estimates.
Plan the room in zones: cloakroom near the entrance, welcome desk beside it, buffet away from the doorway, and drinks stations where queues will not block guests. Allow at least 30 minutes for tables, chairs, coat racks and decorations.
Chill drinks several hours before opening, not when the first guests arrive. Set out champagne glasses, wine glasses, drinking glasses and bottle openers together so the welcome drink can be served without searching for equipment.
Prepare snacks and buffet food in stages. Put out serving platters, trays, small bowls, tongs, cutting boards and knives before opening, and keep a separate place for items needed to replenish the buffet.
Open the room at least 90 minutes before guests arrive. Ventilate first, test coffee machines, kettles, thermos flasks, lighting and extension cords, then make a final walk-through of the welcome desk, cloakroom and drinks station.

Frequently asked questions

How far in advance should I send invitations for a New Year’s reception?: Send invitations about 4 to 6 weeks before the reception. Set the registration deadline at least 10 days before the event so you have time to confirm dietary requirements, the final guest list and catering quantities.
How much food should I prepare for a New Year’s reception?: For a reception lasting around 2 to 3 hours, plan roughly 6 to 8 small bites per guest, adjusted for whether a full meal follows. Final quantities should be based on the confirmed guest count and dietary requirements, not the number originally invited.
When should I chill drinks for a New Year’s reception?: Chill drinks at least 4 hours before guests arrive; larger bottles or drinks stored at room temperature may need longer. Put the welcome drinks in the coolers before setting up the drinks station so they are ready during the final room check.
How early should I arrive to set up a New Year’s reception?: Open the venue at least 90 minutes before guest arrival. Use the first 30 minutes to ventilate and arrange furniture, the next 30 minutes for buffet, drinks and decorations, and the remaining time to test equipment and staff the welcome desk.

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.