Japanese New Year celebration checklist

Use this checklist to organise a Japanese New Year celebration from the first booking to the final table setup. Start by confirming the date, room and guest numbers, then collect dietary requirements before buying food or printing the programme. The menu needs staged preparation: osechi can be prepared ahead, while sushi rice, rolls, mochi and ozoni need attention closer to serving time. Allow extra setup time for buffet tables, soup bowls, hot trays, decorations and waste bins so the room is ready 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

Confirm date and location
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Reserve a room
Confirm rental items
Print the program
Create game instructions
Compile the music playlist
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare osechi dishes
3 people
Cut sushi ingredients
3 people
Cook sushi rice
2 people
Make sushi rolls
3 people
Portion mochi and fruit
2 people
Prepare ozoni
2 people
Arrange the table layout
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set table linen
2 people
Set out tableware
2 people
Set out cutlery
Set up buffet tables
3 people
Arrange osechi
2 people
Arrange the sushi
2 people
Set up the drinks bar
2 people
Set up the tea station
Hang decorations
3 people
Build the photo wall
2 people
Set up game tables
2 people
Test sound system
2 people
Check the lighting
Prepare program

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Explain the program
Guide New Year's greetings
Lead the calligraphy activity
2 people
Supervise game activities
2 people
Refill snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Serve sake and tea
2 people
Open the evening buffet
2 people
Serve Ozoni
3 people
Serve dessert
2 people
Host karaoke
2 people
Prepare the countdown moment
2 people
Lead the New Year's countdown
2 people
Say goodbye to guests
2 people

Aftercare

Chill leftovers safely
2 people
Collect waste
3 people
Take down the buffet
3 people
Wipe down tables
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Vacuum the room
2 people
Clean the restrooms
Take down decorations
2 people
Sort materials
2 people
Return rental items
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Reception table
Game tablesqty 2
Stoolsqty 6
Clothing rack
Waste binsqty 5

Tableware

Large platesqty 70
Small platesqty 70
Soup bowlsqty 60
Sake cupsqty 60
Teacupsqty 60
Water glassesqty 70
Chopsticksqty 70
Cutlery setsqty 70
Serving plattersqty 20
Serving tongsqty 10
Soup ladlesqty 4
Teapotsqty 4
Carafesqty 6
Hot traysqty 4
Sushi boardsqty 8
Serving traysqty 6

Decorations

Kadomatsu decorationsqty 2
Shimenawa wreathsqty 2
Norwegian door cloth
Japanese flagsqty 6
Paper fansqty 20
Red table runnersqty 8
Paper lanternsqty 12
Greeting cardsqty 80
Photo backdrop
Decorative branchesqty 8
Flower arrangementsqty 6
Table decorationsqty 8
Adhesive hooksqty 30
Cotton tableclothsqty 8

Equipment

Bluetooth speakerqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen
Karaoke screen

Lighting

LED light stringsqty 6
LED lampsqty 8
Table lampsqty 6

Kitchen

Rice cookersqty 2
Hot platesqty 2
Large cooking potsqty 3
Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 6
Colandersqty 3
Measuring cupsqty 3
Serving spoonsqty 8
Kitchen tongsqty 6
Aluminum foilqty 3
Food storage containersqty 12
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Kitchen scalesqty 2
Serving traysqty 10
Sushi matsqty 6
Kitchen torch
Ice packsqty 12

Sports equipment

Daruma dollsqty 6
Kendamasqty 8
Karuta cardsqty 2
Origami paperqty 100
Calligraphy panelsqty 6
Brush setsqty 12
Ink stonesqty 6
Ink brushesqty 12
Game prizesqty 20

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Spongesqty 6
Tea towelsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the room and rental items before sending invitations. You need the final guest count to plan tables, chairs, buffet space, soup bowls and serving platters accurately.
Set a registration deadline several days before the celebration. Use the confirmed list to record dietary requirements and adjust osechi, sushi ingredients, mochi, fruit and ozoni portions.
Do non-perishable shopping first, then buy fresh groceries close to the event. Chill drinks in time, but keep sushi ingredients and other perishable foods refrigerated until preparation.
Prepare osechi and game instructions ahead, then schedule sushi rice, sushi rolls and ozoni for the final preparation window. Portion mochi and fruit before guests arrive so serving does not interrupt the programme.
Open and ventilate the room before setup begins. Place tables, chairs, buffet tables, hot trays, soup ladles and waste bins first; add red table runners, kadomatsu decorations and other details after the layout is stable.

Frequently asked questions

How far in advance should I send Japanese New Year celebration invitations?: Send invitations about 3 to 4 weeks before the celebration and set a response deadline at least 7 days before it. That leaves time to process registrations, collect dietary requirements and create the final guest list.
When should I prepare food for a Japanese New Year celebration?: Prepare osechi and other make-ahead dishes 1 to 2 days beforehand where appropriate. Buy fresh groceries 1 to 2 days before serving, then cook sushi rice, make sushi rolls and prepare ozoni on the day.
How much setup time does a Japanese New Year celebration need?: Allow at least 2 to 3 hours before guest arrival for opening and ventilating the room, arranging tables, setting out tableware and preparing the buffet. Add more time if the decorations or rental items arrive unassembled.
How many tables and chairs do I need for a Japanese New Year celebration?: Plan seating for every registered guest, then reserve separate surfaces for the buffet, reception and games. Finalise the layout after registrations close, usually 7 days before the event, so tables, stools and serving space match the actual attendance.

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.