How to organise Christmas drinks without last-minute stress

Start by fixing the date, venue and guest list, then work backwards from the event day. Send invitations early enough to collect registrations and dietary requirements before you order food or drinks. Once the final guest count is known, calculate catering quantities and check every item on the shopping and equipment lists. The day before, chill drinks, prepare snacks where possible and confirm tables, chairs and power supplies. On the day, set up the buffet and bar before guests arrive so the first hour runs smoothly.

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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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Calculate catering quantities
7
Check the shopping list
8
Order drinks and groceries
9
Reserve tables and chairs
10
Prepare the music
11
Print the Program and Guest List
12
Check decorations
2 people
13
Do the shopping
2 people
14
Store drinks refrigerated
2 people
15
Prepare snacks
3 people
16
Cover cookies and pastries
17
Clean the venue
2 people
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set up the buffet and bar
3 people
21
Set out tableware and cutlery
2 people
22
Arrange snacks on platters
3 people
23
Prepare coffee and tea
2 people
24
Hang decorations
2 people
25
Decorate the Christmas tree
2 people
26
Set up lights and LED candles
2 people
27
Test sound system
28
Set up the reception desk

Event

29
Welcome guests
2 people
30
Serve welcome drinks
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Restock the buffet
2 people
34
Serve coffee and tea
2 people
35
Serve pastries
2 people
36
Collect used glasses
2 people
37
Empty trash bins
38
Say goodbye to guests
2 people

Aftercare

39
Clear away food and drinks
3 people
40
Wash dishes
3 people
41
Take down tables and chairs
3 people
42
Remove decorations
2 people
43
Vacuum the Venue
2 people
44
Mop the floor
2 people
45
Dispose of waste
2 people
46
Return rental items
2 people
47
Store leftover stock
2 people
48
Clean the restrooms
49
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 60
Beer glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving trays with lidsqty 4
Serving tongsqty 8
Carafesqty 6

Decorations

Christmas tree
Christmas baublesqty 50
Christmas garlandsqty 6
Christmas wreathsqty 2
Table runnersqty 8
Christmas table decorationqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED candlesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Small bowlsqty 12
Ice bucketsqty 3

Cleaning

Vacuum cleaner
Mop set
Bucketsqty 2
Broom and dustpan
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the drinks, then use the final guest count to calculate food, glasses, seating and drink quantities. Late replies are a common reason for running short.
Plan the first hour separately: allow roughly two to three drinks per person, keep water in karaffes, and chill more drinks than fit in the main fridge by using coolers.
Set up the buffet, bar and coffee station before decorating the room. Put serving platters, covered serving dishes, tongs, plates and cutlery in place so food does not wait while guests are arriving.
Check power before hanging string lights or connecting coffee machines, kettles and hot drink urns. Use extension cords and power strips safely, and keep cables away from walkways and the drinks area.
Prepare a clear end-of-evening reset: place waste bins where guests can see them, provide enough coat-hanging space, and print the programme and guest list before the venue becomes busy.

Frequently asked questions

How far in advance should I send invitations for Christmas drinks?: Send invitations 3 to 4 weeks before the event and set the RSVP deadline 10 days beforehand. That leaves enough time to collect dietary requirements and order the right quantities.
How many drinks should I buy for Christmas drinks?: For the first hour, allow about 2 to 3 drinks per person, then adjust for the expected duration and guest preferences. Include water and non-alcoholic options, and chill the drinks at least 12 hours before serving.
When should I finalise the guest list for Christmas drinks?: Finalise it 7 to 10 days before the event. Use that number to confirm catering quantities, seating, glassware, plates, cutlery and the amount of coffee and tea needed.
What should I prepare the day before Christmas drinks?: Chill drinks, prepare snacks that can be made ahead, check decorations and clean the venue the day before. Also confirm tables, chairs, buffet tables, waste bins and the power needed for hot drinks and lighting.

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.