How to organise a Valentine's Dinner

Start with the guest list, venue and menu before buying anything. Once invitations are sent, collect dietary requirements and use them to finalise recipes, portions and table seating. Order or reserve anything that affects the room layout, then split shopping into non-perishables and fresh groceries. On the day, prepare dessert and sauces early, chill drinks, set the tables and test the lighting and music 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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Record the menu and recipes
2 people
6
Reserve venue
7
Confirm deliveries
8
Arrange the table layout
9
Make name badges
10
Prepare music selection
11
Check the shopping list
2 people
12
Do non-perishable shopping
2 people
13
Buy fresh groceries
2 people
14
Chill drinks
2 people
15
Wash vegetables
2 people
16
Prepare dessert
2 people
17
Make sauce and dressing
2 people
18
Cut vegetables
2 people
19
Set up tables and chairs
4 people
20
Lay out crockery and cutlery
2 people
21
Set table linen
2 people
22
Hang decorations
3 people
23
Test lighting and music
2 people
24
Prepare welcome drink
2 people
25
Prepare snacks
3 people
26
Prepare main course
3 people
27
Set up the buffet and bar
2 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
2 people
30
Serve snacks
3 people
31
Serve starter
3 people
32
Serve the main course
4 people
33
Refill drinks
2 people
34
Clear used dishes
2 people
35
Serve dessert
3 people
36
Serve coffee and tea
2 people
37
Say goodbye to guests
2 people

Aftercare

38
Collect waste
2 people
39
Clean the kitchen
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Clean the venue
3 people
43
Remove decorations
2 people
44
Return materials
2 people
45
Sort and store leftovers
2 people
46
Return borrowed items
2 people

What to bring

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

Furniture

Dinner tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Bar stoolsqty 4

Tableware

Dinner platesqty 36
Dessert platesqty 36
Soup bowlsqty 36
Water glassesqty 36
Wine glassesqty 36
Coffee cupsqty 36
Dinner cutlery setsqty 36
Serving spoonsqty 8
Serving plattersqty 8
Serving plattersqty 6
Water carafesqty 6
Coffee spoonsqty 36

Decorations

Tableclothsqty 6
Runwaysqty 6
Cloth napkinsqty 36
Name badgesqty 32
Vasesqty 6
Artificial flowersqty 12
Heart-shaped garlandsqty 6
Table decorationsqty 6

Lighting

LED candlesqty 36
String lightsqty 4

Equipment

Bluetooth speaker
Coolersqty 3
Coffee maker
Kettleqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Frying pansqty 3
Cooking potsqty 4
Baking dishesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 3
Bucketsqty 2
Spongesqty 6
Cleaning clothsqty 8
Hand soap dispensersqty 2

Catering

Groceries

Tips

Send invitations early enough to give guests at least 10–14 days to reply. Close registrations before finalising portions, seating and name badges.
Write down every dietary requirement beside the guest’s name, then check each recipe against it. Do this before shopping, not while cooking.
Prepare dessert, sauces and dressings ahead of the main cooking window. Aim to finish these at least 2 hours before guests arrive so the kitchen is not overloaded.
Chill drinks for at least 4 hours, and set out coolers if the refrigerator cannot hold everything. Prepare the welcome drink and snacks before the first arrival.
Set tables with plates, cutlery, glasses, napkins and serving pieces before the event day. Test the Bluetooth speaker and lighting while the room is still empty, ideally 60 minutes before guests arrive.

Frequently asked questions

How far in advance should I plan a Valentine's Dinner?: Start 3–4 weeks ahead if you need to reserve a venue or arrange deliveries. Send invitations at least 10–14 days before the dinner and confirm the final guest count 5–7 days ahead.
When should I ask guests about dietary requirements?: Ask for dietary requirements in the invitation and set a reply deadline 7–10 days before the dinner. Use the confirmed answers to finalise recipes, portions and serving arrangements.
What can I prepare the day before a Valentine's Dinner?: Prepare the dessert, sauces and dressings, wash vegetables and complete non-perishable shopping the day before. You can also arrange decorations and check that tableware, lighting and music equipment are available.
How early should I set up the Valentine's Dinner table?: Set up tables, chairs, linen, crockery and decorations at least 2–3 hours before guests arrive. Keep the final hour for fresh food, chilling drinks, the welcome drink and a lighting and music test.

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.