How to organize a New Year's show

Start with the date, the show schedule and the room layout before booking anything else. A New Year's show combines registrations, dietary planning, catering, performers and technical production, so late changes quickly affect several teams. Work backwards from the doors opening and set firm deadlines for guest numbers, food orders, show files and equipment. On the day, finish the room, catering and technical setup early enough to test every microphone and run the programme once.

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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
Reserve the venue and room layout
2 people
3
Check permits and house rules
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm performers and host
2 people
8
Place catering order
9
Reserve technical equipment and lighting
2 people
10
Collect music and show files
2 people
11
Print the run sheet
12
Print guest list
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare snacks
4 people
16
Pack diet meals separately
2 people
17
Bring materials to the venue
4 people
18
Clear the hall floor
3 people
19
Set up tables
4 people
20
Set up chairs
4 people
21
Set up stage sections
4 people
22
Install the backdrop
3 people
23
Set up sound equipment
3 people
24
Set up lighting equipment
3 people
25
Test microphones
2 people
26
Test music playback
2 people
27
Test light show
2 people
28
Hang up decorations
3 people
29
Set up the balloon arch
2 people
30
Lay festive tables
4 people
31
Set up the buffet and drinks station
3 people
32
Arrange snacks on platters
3 people
33
Set out coffee and tea
2 people
34
Set up the cloakroom
2 people
35
Set up the registration table
2 people
36
Check toilets
2 people
37
Hold crew briefing
6 people

Event

38
Welcome guests
4 people
39
Register guests
2 people
40
Take coats
2 people
41
Start opening music
42
Host the opening
43
Supervise the afternoon show
3 people
44
Serve drinks
3 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Restock the buffet
2 people
48
Collect tableware and glasses
2 people
49
Announce the lunch break
50
Play break music
51
Present the evening program
52
Support the evening show
3 people
53
Open the dinner buffet
3 people
54
Serve diet meals
2 people
55
Provide the music program
2 people
56
Set up countdown
2 people
57
Dim the party lights
58
Present the countdown moment
2 people
59
Lead the toast
3 people
60
Provide the closing performance
3 people
61
See off guests
4 people

Aftercare

62
Clear the cloakroom
2 people
63
Clear away food and drinks
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Switch off equipment
2 people
67
Dismantle lighting equipment
3 people
68
Dismantle audio equipment
3 people
69
Dismantle the stage and backdrop
4 people
70
Put furniture back
4 people
71
Remove decorations
3 people
72
Thoroughly clean the hall
4 people
73
Clean the restrooms
2 people
74
Count and chill stock
2 people
75
Return rental items
3 people
76
Return borrowed materials
2 people

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Tall cocktail tablesqty 6
Coat racksqty 4
Stoolsqty 8
Stage sectionsqty 6
Speaker table

Tableware

Dinner platesqty 120
Dessert platesqty 120
Water glassesqty 120
Wine glassesqty 110
Champagne glassesqty 110
Coffee cupsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 16

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 8
Light barsqty 4
Atmosphere lightsqty 12
Light standqty 2

Decorations

Backdrop
Balloon archesqty 2
Gold garlandsqty 12
Silver streamersqty 12
Confetti cannonsqty 6
Tableclothsqty 16
Napkin holdersqty 12
Table decorationsqty 16
Party hatsqty 110
Photo propsqty 20

Kitchen

Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Ice cube traysqty 6
Thermos flasksqty 6
Waste binsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Include arrival, food service, performances, the countdown and the closing time, then give guests a firm registration deadline so catering numbers are usable.
Confirm the venue rules and layout at least two weeks before the show. Check where the stage sections, buffet tables, cocktail tables, coat racks and technical tables can go without blocking entrances or the hall floor.
Collect dietary requirements with each registration and give the caterer the final count several days before the event. Pack diet meals separately and label them before bringing food into the venue.
Send the performer list, host notes, music and show files to the technical lead at least 48 hours before the event. Bring the laptop, HDMI cables, extension cords, power strips and spare batteries together rather than sourcing them on the day.
Plan the setup backwards from guest arrival and allow at least 90 minutes for sound and lighting. Test both wireless microphones, active speakers, the mixer, LED spotlights and light bars with the actual run sheet, not just with a quick power check.

Frequently asked questions

How far in advance should I plan a New Year's show?: Start at least 8 to 12 weeks before New Year's Eve. Book the venue, performers and technical equipment first, then set the invitation and catering deadlines around the confirmed programme.
When should I send invitations for a New Year's show?: Send invitations 4 to 6 weeks before the event and close registrations about 10 to 14 days before it. That leaves enough time to confirm dietary requirements, print the guest list and place the catering order.
How much time do I need to set up a New Year's show?: Allow at least 3 hours for the full venue setup, including tables, chairs, stage sections, backdrop, sound and lighting. Reserve another 30 to 45 minutes for microphones, music files and a complete programme check.
What do people usually forget when organizing a New Year's show?: They often confirm the main equipment but forget spare batteries, power strips, HDMI cables and a printed run sheet. Prepare these at least 24 hours beforehand, and keep the guest list, diet meals and show files in clearly marked separate packs.

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.