International evening checklist
An international evening needs more than food from different countries. You also need a clear schedule, confirmed cultural contributions, reliable hosts, dietary information and a buffet that can be set up without confusion. Start with the date, venue and budget, then move through invitations, registrations and program planning. In the final days, check fresh ingredients, deliveries, toilets, sound equipment and separate meals for dietary requirements.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
2 people
Set the schedule and times
2 people
Set the evening budget
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Compile the music program
2 people
Check music rights
Confirm cultural contributions
2 people
Assign hosts
2 people
Create buffet layout
2 people
Prepare menus
2 people
Check allergen information
2 people
Make reservations
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable stock
2 people
Check fresh produce
2 people
Plan dietary meals separately
2 people
Check venue and toilets
2 people
Receive deliveries
2 people
Fill coolers
2 people
Wash vegetables and herbs
3 people
Prepare hot dishes
5 people
Prepare cold dishes
4 people
Portion desserts
2 people
Chill drinks
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
4 people
Set out tableware and cutlery
3 people
Place menus
2 people
Hang decorations
3 people
Hang up country maps
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test the lighting
2 people
Event
Start background music
Welcome guests
3 people
Register attendance
2 people
Explain the program
Support cultural presentations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Open the buffet
2 people
Serve the buffet
5 people
Explain allergens
2 people
Keep the buffet warm
2 people
Collect used dishes
2 people
Wash dishes
3 people
Set up the dessert buffet
2 people
Run the game program
3 people
Coordinate music and dancing
2 people
Announce the final round
See off guests
3 people
Aftercare
Chill leftovers safely
3 people
Collect waste
3 people
Clean the buffet and kitchen
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Turn off the sound equipment
2 people
Thoroughly clean the venue
4 people
Take waste to the bins
2 people
Check materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 90
- Buffet tablesqty 6
- High tablesqty 6
- Tablecloth setsqty 12
- Waste binsqty 6
Tableware
- Reusable platesqty 100
- Reusable bowlsqty 100
- Drinking glassesqty 120
- Wine glassesqty 80
- Coffee cupsqty 80
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Serving spoonsqty 20
- Serving bowlsqty 18
- Serving plattersqty 12
- Serving utensilsqty 20
Decorations
- Country flagsqty 30
- World mapqty 2
- Table decorationsqty 12
- Paper garlandsqty 10
- Balloonsqty 100
- Name badgesqty 100
- Menu Card Holdersqty 20
- Sticky tackqty 6
- Binding twineqty 2
- Markersqty 2
- Table cardsqty 30
Equipment
- Portable speakersqty 2
- Wireless microphonesqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 6
- Phone chargersqty 4
- Food warmersqty 8
- Coolersqty 6
- Ice cube traysqty 6
- Kettlesqty 3
Kitchen
- Cutting boardsqty 8
- Chef's knivesqty 8
- Measuring cupsqty 4
- Mixing bowlsqty 8
- Pansqty 6
- Appetizer spoonsqty 100
- Kitchen tongsqty 8
- Aluminum foilqty 4
Cleaning
- Washing-up bowlsqty 4
- Dish brushesqty 6
- Microfiber clothsqty 20
- Floor mopsqty 3
- Bucketsqty 4
Lighting
- String lightsqty 6
- LED lanternsqty 8
- Spare batteriesqty 24
Catering
- Groceries
Tips
- Set the schedule before sending invitations. Include arrival, buffet opening, cultural contributions, music changes and the planned finish time so hosts and volunteers know exactly when they are needed.
- Collect dietary requirements with each registration, not during the meal. Prepare a separate list for allergens and dietary meals, and keep menu cards beside every serving dish.
- Confirm each cultural contribution at least one week before the evening. Record the contributor, duration, equipment needed and whether the program requires a microphone or portable speakers.
- Plan the buffet layout before shopping and leave clear space for serving bowls, platters and utensils. Put allergen information where guests can read it before taking food, rather than relying on verbal explanations.
- Finish the venue check before deliveries arrive. Count tables, chairs, glasses, plates and waste bins, then test the speakers and confirm that the toilets are open, clean and easy to find.
Frequently asked questions
- How far in advance should I send invitations for an international evening?
- Send invitations 3 to 4 weeks before the event. Keep registration open for about 10 to 14 days so you have time to collect dietary requirements, assign hosts and confirm contributions.
- When should I collect dietary requirements for an international evening?
- Ask for dietary requirements when guests register, ideally no later than 10 days before the evening. Finalize the separate meal plan 3 to 5 days beforehand, after checking the menu and allergen information.
- How many hosts and volunteers do I need for an international evening?
- For a small group, plan at least 2 hosts: one for arrivals and one for the program or buffet. Add 1 volunteer for every 20 to 25 guests if you need help with registration, serving, clearing tables or deliveries.
- When should I prepare the buffet and fresh ingredients?
- Check non-perishable stock and do the main shopping 2 to 3 days before the event. Wash vegetables and herbs, receive deliveries and fill coolers on the day itself, close enough to serving time to keep fresh food safe.
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.
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