Iftar evening checklist

An iftar evening needs more coordination than a standard dinner: guest numbers affect portions, prayer times affect the schedule, and hot dishes must be ready at the right moment. Start with invitations and dietary requirements, then confirm suppliers, furniture and tableware before planning the room layout. On the day, keep dates, fruit, bread and drinks ready for breaking the fast, while soups and main dishes are heated in stages. Use this checklist to keep registration, food preparation and serving on track.

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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

Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Confirm number of guests
Confirm suppliers
Reserve tables and chairs
Reserve tableware and glassware
Record menu and portions
2 people
Create allergen overview
Create the program and prayer times
Determine layout and routes
2 people
Prepare name badges
2 people
Print menus
Do the shopping
4 people
Collect fresh produce
2 people
Chill drinks
2 people
Wash and cut vegetables
4 people
Prepare soup
3 people
Prepare salads
3 people
Distribute fruit and dates
2 people
Set out bread and snacks
2 people
Heat up the main dishes
4 people
Portion desserts
3 people
Label allergens separately
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
4 people
Lay out crockery and cutlery
3 people
Set up drink points
2 people
Hang decorations
3 people
Set up lighting
2 people
Test music and microphone
2 people
Set up the reception table
2 people
Brief volunteers
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve water and dates
4 people
Open the buffet
3 people
Serve soup and starters
4 people
Restock main dishes
4 people
Refill drinks
3 people
Collect used dishes
3 people
Serve coffee and tea
3 people
Serve dessert
4 people
Guide departures and the exit
2 people

Aftercare

Collect waste
4 people
Wash dishes
4 people
Clean the buffet and kitchen
3 people
Clear tables and chairs
4 people
Remove Decorations and Equipment
3 people
Leave the venue clean
3 people
Distribute leftover food
2 people
Return borrowed items
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Reception desk
Clothing rack

Tableware

Dinner platesqty 75
Soup bowlsqty 75
Dessert platesqty 75
Glassesqty 100
Cupsqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Water jugsqty 10
Thermos flasksqty 6

Catering

Bain-marie traysqty 6
Serving plattersqty 12
Serving trays with lidsqty 4
Table runnersqty 10
Napkinsqty 150
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring jugsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 3

Equipment

Hot platesqty 4
Kettlesqty 3
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Microphone
Speakerqty 2

Decorations

Table décorqty 10
Buntingqty 8
Name badgesqty 70
Menusqty 12

Lighting

LED light stringsqty 6
LED lanternsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 3
Glovesqty 12

Tips

Confirm the final guest count at least 3 days before the evening. Use it to calculate portions, seating, plates, glasses and serving equipment rather than relying on early registration numbers.
Publish the programme with the exact prayer times no later than 1 week beforehand. Allow time for arrival, breaking the fast, the meal, prayer and dessert so guests know what happens next.
Create one allergen overview from the collected dietary requirements and place separate labels beside affected dishes. Finish this before printing menus or setting out the buffet.
Prepare the room in zones: reception, seating, buffet, drinks and clear routes to prayer areas. Check the layout with the actual tables, chairs and buffet tables at least 2 hours before guests arrive.
Keep the first serving simple and ready before the fast ends: dates, fruit, bread, soup and drinks should be accessible without a queue. Heat main dishes later and use covered trays or bain-marie trays to maintain temperature.

Frequently asked questions

How far in advance should I send invitations for an iftar evening?: Send invitations 3 to 4 weeks before the event and close registrations around 5 to 7 days beforehand. Ask for dietary requirements during registration so the menu and allergen overview can be completed before shopping and preparation.
When should I confirm the number of guests for iftar?: Confirm the final number 3 days before the evening, then share the figure with suppliers and the food preparation team. Keep a small margin for late changes, but avoid preparing every dish for unconfirmed guests.
What food should be ready before breaking the fast?: Have dates, fruit, bread, snacks, drinks and soup ready at least 15 minutes before the planned breaking time. Main dishes can be heated and served afterward, so the first course does not depend on a last-minute kitchen rush.
How do I organise prayer times during an iftar evening?: Add the relevant prayer times to the programme at least 1 week in advance and allow 10 to 15 minutes for guests to move between dining and prayer areas. Keep routes clear and tell volunteers when food service pauses or resumes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.