New Year's drinks reception checklist

Use this checklist to organise a New Year's drinks reception in the right order, from confirming the venue to welcoming guests. The plan covers invitations, dietary requirements, drink quantities, chilled storage, buffet setup and the details that are easy to leave until the last hour. Allow extra time for coats, glassware, coffee and tea, and keep dietary dishes clearly marked. Work through the preparation in stages so the final setup is about arranging the room, not finding missing supplies.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and venue
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
Check the shopping list
Reserve supplies
Compile the music playlist
Send confirmation to participants
Do the shopping
2 people
Store drinks refrigerated
2 people
Check the space and toilets
2 people
Set up tables and chairs
3 people
Set up clothes rack and coat check
2 people
Lay out tablecloths and napkins
2 people
Hang decorations
2 people
Set up lighting
2 people
Connect the sound system
2 people
Set up the buffet and bar
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Chill drinks
2 people
Mark diet dishes separately

Event

Handle guest reception
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill buffet
2 people
Refill drinks
2 people
Refill coffee and tea
Collect used dishes
2 people
Keep bar and buffet clean
Check music and volume
Announce the final round
See off guests
2 people

Aftercare

Collect and sort waste
2 people
Clear away food and drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations and lighting
2 people
Clean the venue and kitchen
3 people
Clean the restrooms
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Clothing rack
Clothes hangersqty 60
Tableclothsqty 6

Tableware

Wine glassesqty 60
Beer glassesqty 60
Highball glassesqty 60
Coffee cupsqty 50
Platesqty 60
Dessert platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Carafesqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Bottle openersqty 4
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speaker
Power stripsqty 4
Extension cordsqty 4

Decorations

New Year balloonsqty 40
Buntingqty 8
Confetti-free table decorationsqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Dish brushesqty 3
Mopqty 2

Catering

Groceries

Tips

Confirm the date and venue before sending invitations, then give guests a clear reply deadline. Process registrations as they arrive so you can base food, drink and seating decisions on an actual headcount rather than guesses.
Collect dietary requirements with the RSVP and pass them to whoever is preparing the food. Mark suitable dishes separately on the buffet instead of trying to identify them while guests are being served.
Reserve supplies early, especially tables, chairs, glassware, coat-check equipment and cooling equipment. Check the shopping list against the final guest count before buying, then refrigerate drinks as soon as they arrive.
Finish the room setup before guests arrive: allow time for tables and chairs, the coat rack, tablecloths, decorations, lighting and the sound system. Test extension cords, power strips and the portable speaker while there is still time to fix a problem.
Set up the bar and buffet in separate, easy-to-reach areas where possible. Chill the drinks, open welcome drinks only when guests arrive, and keep coffee and tea ready in thermos flasks so service does not stop when the room gets busy.

Frequently asked questions

How far in advance should I send invitations for a New Year's drinks reception?: Send invitations about 4 to 6 weeks before the reception and set the RSVP deadline 10 to 14 days before it. That leaves time to process registrations, collect dietary requirements and adjust catering quantities.
How many drinks should I plan per person for a New Year's drinks reception?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Adjust the mix to your guest list and keep water, coffee and tea available throughout the reception.
When should I chill drinks for a New Year's drinks reception?: Chill the main drinks at least 6 hours before guests arrive, using coolers if refrigerator space is limited. Check the temperature again during setup and keep backup drinks refrigerated until they are needed.
How early should I set up a New Year's drinks reception?: Start room setup at least 3 hours before guests arrive. Aim to finish furniture, coat check, decorations, lighting, sound, buffet and bar setup 30 minutes before the first guest, leaving time for a final toilet and supply check.

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.