New Year's drinks reception checklist

Use this checklist to organise a New Year's drinks reception in the right order, from booking the venue and sending invitations to setting up drinks, food and seating. The plan covers 46 tasks and 35 items, including glasses, buffet tables, chillers, coffee equipment, lighting and serving trays. Keep an eye on guest numbers, dietary requirements and chilled storage: these are easy to leave until the final day. Work through the preparation in stages 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

Reserve venue
Set the date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Count the final number of guests
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Check venue and toilets
2 people
Store groceries chilled
2 people
Prepare allergen information
Sort drinks
2 people
Set up tables
4 people
Set up chairs
3 people
Lay tablecloths
2 people
Set out tableware
3 people
Set up buffet tables
3 people
Prepare snacks
4 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Hang decorations
3 people
Connect lighting
2 people
Set up music
Set up entrance and cloakroom
2 people
Place waste stations
2 people

Event

Handle guest reception
3 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Check the Toilets in Between
Serve the final round of snacks
2 people
See guests off
2 people

Aftercare

Store leftovers refrigerated
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Take out the trash
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 2
Tableclothsqty 8

Tableware

Water glassesqty 70
Wine glassesqty 50
Coffee cupsqty 30
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 6
Serving utensilsqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Bottle openersqty 6
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 6
Table decorationsqty 8

Lighting

String lightsqty 4
LED candlesqty 20

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Vacuum cleaner

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Ask guests to confirm attendance and dietary requirements early enough to leave time for menu and allergen information.
Use the final guest count to check every serving item, not just the drinks. Count wine glasses, water glasses, coffee cups, plates, cutlery and serving utensils before shopping or collecting equipment.
Chill drinks several hours before guests arrive, especially if you are using coolers rather than a refrigerator. Keep reserve bottles cold and label any drinks that contain alcohol or common allergens.
Set up the buffet and drinks areas before preparing snacks. Put serving platters, trays, utensils, bottle openers and pitchers where they will be used, so food is not left uncovered while you search for equipment.
Test lighting, music and coffee equipment before the reception starts. Check extension cords and power strips, keep cables out of walkways, and make sure the toilets and coat racks are ready before the first guest arrives.

Frequently asked questions

How far in advance should I send invitations for a New Year's drinks reception?: Send invitations 4 to 6 weeks before the reception, particularly if it falls during a busy holiday period. Set the RSVP deadline at least 10 days before the event so you can confirm numbers and dietary requirements.
How many drinks should I plan per guest for a New Year's drinks reception?: For the first hour, allow about 2 to 3 drinks per guest. After that, plan roughly 1 drink per person per hour, plus water, coffee and tea throughout the reception.
When should I buy and chill drinks for a New Year's reception?: Check the shopping list and buy drinks 1 to 3 days beforehand where storage allows. Chill beer, wine and soft drinks at least 4 hours before guests arrive; use coolers with ice if refrigerator space is limited.
When should I set up the venue for a New Year's drinks reception?: Allow 2 to 3 hours for tables, chairs, tablecloths, buffet tables, tableware, decorations, lighting and music. Prepare snacks and coffee equipment closer to opening time, while keeping chilled food and drinks cold until needed.

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.