How to organise a Nowruz celebration

Start by fixing the date, programme and venue before you buy food or decorations. Then build the guest list from registrations, collect dietary requirements and use the final numbers to calculate catering quantities. A Nowruz celebration also needs a clear plan for the Haft-seen table, tea and coffee service, music and any speeches. Most problems happen when deliveries, volunteer roles and fresh food preparation are left until the last day.

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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
Set the date and program
2 people
2
Determine venue and room layout
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
2 people
7
Create final guest list
2 people
8
Calculate catering quantities
2 people
9
Confirm deliveries and pickup points
10
Compile the music program
2 people
11
Prepare speaking notes
12
Assign volunteers
2 people
13
Check the weather forecast
14
Do the shopping
3 people
15
Check fresh produce
2 people
16
Chill drinks
2 people
17
Wash and cut vegetables
3 people
18
Prepare herbs and dressings
2 people
19
Set up tea and coffee station
2 people
20
Prepare the Haft-seen table
3 people
21
Sort decorations
2 people
22
Charge equipment
23
Print the run sheet

Event

24
Open venue
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up buffet tables
3 people
28
Set up the Haft-seen table
3 people
29
Hang decorations
3 people
30
Set up light decorations
2 people
31
Test sound equipment
2 people
32
Test the music playlist
33
Bring food up to temperature
4 people
34
Set out cold dishes
3 people
35
Set up the drinks station
2 people
36
Lay out crockery and cutlery
2 people
37
Lay out name badges and programs
2 people
38
Brief the welcome team
2 people
39
Set up the cloakroom
2 people
40
Check entrance and toilet
2 people
41
Welcome guests
3 people
42
Announce the program
43
Serve welcome drinks
3 people
44
Explain the Nowruz tradition
45
Guide music program
2 people
46
Serve tea and coffee
3 people
47
Refill snacks
3 people
48
Refill drinks
2 people
49
Open the buffet
2 people
50
Serve the buffet
5 people
51
Assign diet meals
2 people
52
Collect used dishes
3 people
53
Supervise children's activities
2 people
54
Serve dessert
3 people
55
Guide the photo moment
2 people
56
Coordinate music and dancing
2 people
57
Top up the last snacks
2 people
58
See off guests
3 people
59
Cool food safely
3 people
60
Remove waste regularly
2 people

Aftercare

61
Collect tableware
3 people
62
Wash dishes
3 people
63
Clean the kitchen
2 people
64
Clean tables and chairs
2 people
65
Take down decorations
2 people
66
Remove decorations
3 people
67
Switch off equipment
2 people
68
Put furniture back
4 people
69
Clean the floor and toilets
3 people
70
Dispose of waste
2 people
71
Pack leftover food
2 people
72
Collect lost and found items
73
Check materials
2 people
74
Return borrowed materials
2 people
75
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Folding chairs for childrenqty 12

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Glassesqty 120
Tea glassesqty 90
Coffee cupsqty 60
Forksqty 110
Knivesqty 110
Spoonsqty 110
Teaspoonsqty 80
Serving plattersqty 18
Serving spoonsqty 18

Decorations

Tablecloth setsqty 12
Haft-seen mirrorsqty 2
Decorative bowlsqty 8
Glass vasesqty 8
Artificial flowersqty 12
Decorative ribbonsqty 6
Paper buntingqty 8
Table runnersqty 10
Name badgesqty 100
Photo backdrop
Candle holdersqty 12

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Food warmersqty 6
Hot platesqty 2
Kettlesqty 3

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Serving traysqty 10

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Toilet brushesqty 3

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations, including arrival time, food service, music and speeches. Allow at least two weeks for invitations and registration if guests need to confirm dietary requirements.
Use the final guest list to calculate food, plates, glasses and seating rather than estimating from the number invited. Confirm delivery times and pickup points several days before the celebration.
Prepare the Haft-seen table as a separate setup task. Sort the mirrors, bowls, vases, flowers, ribbons, candles and table coverings in advance so the display does not compete with catering setup on the day.
Assign volunteers to specific jobs, such as welcoming guests, managing the buffet, running the tea and coffee station and checking the microphone. Print the run sheet and give each person their role before the venue opens.
Leave fresh vegetables, herbs and dressings for the final preparation window, but do the main shopping earlier. Chill drinks several hours before guests arrive, and check the weather forecast before confirming any outdoor arrangements.

Frequently asked questions

How far in advance should I plan a Nowruz celebration?: Set the date and venue at least 4 to 6 weeks ahead. Send invitations around 2 to 3 weeks before the event, then finalise catering and seating once registrations close.
How do I calculate food and drink for a Nowruz celebration?: Base quantities on the final guest list and separate adults, children and dietary requirements before ordering. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust for the length of the programme.
When should I set up the Haft-seen table?: Sort the decorations and serving pieces at least 1 day before the celebration. Set up the table on the event day before guests arrive, allowing about 45 to 60 minutes for arranging the display and checking that it is stable.
What should I prepare on the day of a Nowruz celebration?: Open the venue, arrange tables and chairs, prepare the Haft-seen table, set up tea and coffee, and check the speaker and microphone before guests arrive. Finish cutting vegetables and preparing herbs and dressings within 2 to 3 hours of serving.

Start this plan in Lizzt

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