Midsummer dinner checklist

A midsummer dinner works best when the guest count, menu and outdoor setup are settled before the cooking starts. This checklist takes you from invitations and dietary requirements to tables, lighting, chilled drinks and the final buffet setup. Plan the garden and party tent before the weather turns, and prepare dishes in stages so the last hour is limited to heating, plating and serving. Use the full plan below to keep all 43 tasks and 38 items in one place.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine the final number
Record the menu and recipes
2 people
Reserve tables and chairs
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Check stock and materials
2 people
Marinate the meat
2 people
Wash and cut vegetables
3 people
Prepare dessert
2 people
Make sauces and dressings
2 people
Chill drinks
2 people
Check venue and garden
2 people
Set up party tent
4 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Hang decorations
2 people
Install lighting
2 people
Set up the buffet and bar
3 people
Set out cold dishes
2 people
Prepare hot dishes
3 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Light the barbecue
2 people
Finish dinner
3 people
Serve dinner
4 people
Serve dessert
2 people
Serve coffee and tea
2 people
Say goodbye to guests
2 people

Aftercare

Collect waste
2 people
Clear away dishes
3 people
Clean the kitchen
3 people
Take down tables and chairs
3 people
Take down the party tent
4 people
Clean the venue
3 people
Return materials
2 people

What to bring

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

Furniture

Party tent
Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Bar stoolsqty 4

Tableware

Dinner platesqty 36
Dessert platesqty 36
Bowlsqty 36
Drinking glassesqty 48
Wine glassesqty 36
Coffee cupsqty 36
Knivesqty 36
Forksqty 36
Spoonsqty 36
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 8
Serving trays with lidsqty 4
Coolersqty 4
Water jugsqty 6

Equipment

Barbecueqty 2
Gas burnersqty 2
Food warmersqty 4
Coffee machinesqty 2
Extension cordsqty 4

Lighting

String lightsqty 6
Lanternsqty 8

Decorations

Table runnersqty 5
Vasesqty 8
Flower arrangementsqty 8
Napkin holdersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the final guest count before shopping or laying the tables. Use it to calculate plates, glasses, chairs and serving portions, then keep a small margin for breakages or unexpected guests.
Check the weather forecast and inspect the garden at least 2 days ahead. If rain is possible, set up the party tent early enough to secure tables, chairs, lighting and the buffet underneath it.
Prepare food in the order it keeps best: marinate the meat, wash and cut vegetables, make sauces and dressings, and prepare dessert before the dinner day. Chill drinks several hours before guests arrive, rather than relying only on coolers at the last minute.
Count tableware and kitchen equipment before shopping. For each guest, allow one dinner plate, one dessert plate, a bowl, a drinking glass, and the cutlery needed for the menu; also check that serving spoons, platters and trays with lids are available.
Finish the outdoor setup before cooking begins. Put out the tables and chairs, set the tables, hang decorations, install string lights and lanterns, and arrange the buffet and bar so cold dishes can be served without blocking the dining area.

Frequently asked questions

How far in advance should I send invitations for a midsummer dinner?: Send invitations 3 to 4 weeks before the dinner. Set the RSVP deadline about 7 days before the event so you can confirm dietary requirements, portions, seating and the final shopping list.
When should I check the weather for an outdoor midsummer dinner?: Check the forecast 3 days before the dinner, then check again on the morning of the event. If rain or strong wind is possible, have the party tent, tables, chairs and lighting ready at least 4 hours before guests arrive.
How much time do I need to prepare the food for a midsummer dinner?: Allow 3 to 5 hours for preparation on the dinner day, depending on the menu. Marinate meat and prepare dessert, vegetables, sauces and dressings the day before so the final 90 minutes can be used for cooking, chilling and plating.
How many glasses and plates do I need per guest?: Plan on at least 1 dinner plate, 1 dessert plate, 1 bowl, 1 drinking glass and the required cutlery per guest. Add around 10% extra plates and glasses, especially when the dinner is outdoors and items may be dropped or misplaced.

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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.