New Year's Eve service checklist

Use this checklist to organise a New Year's Eve service without leaving the practical details until the final day. Start with the date, programme, venue and leaders, then move through registrations, volunteers, music, texts, catering and room setup. The plan also covers children’s care, dietary requirements, refreshments, printed materials and AV equipment. Work backwards from the service time so that testing, shopping, cooling drinks and preparing the coffee point are finished 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

Set the date and program
2 people
Secure speakers and musicians
2 people
Confirm the venue and room layout
2 people
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Inventory childcare
Assign volunteers
2 people
Select music and songs
3 people
Prepare liturgy and texts
2 people
Prepare presentation
2 people
Test the equipment
2 people
Order catering
2 people
Check the shopping list
2 people
Print liturgies and song sheets
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare the coffee and tea station
2 people
Clean the room
4 people
Set up chairs
4 people
Set up tables
3 people
Set up the altar table and lectern
2 people
Hang up decorations
3 people
Set up the sound system
3 people
Connect the projector and presentation
2 people
Set up the musical instruments
3 people
Lay out liturgies
2 people
Make coffee and tea
2 people
Set out snacks and toppings
3 people
Set up the reception table
2 people

Event

Open the doors and welcome guests
3 people
Distribute the program and songs
2 people
Support the New Year’s service
5 people
Operate sound and presentation equipment
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock crockery and glasses
2 people
Supervise the children's program
3 people
Support the evening program
4 people
Prepare the midnight moment
3 people
Guide guests out
3 people

Aftercare

Collect waste
4 people
Wash dishes and glasses
4 people
Clean up catering
3 people
Dismantle the technical setup
3 people
Remove decorations
3 people
Put chairs and tables back
4 people
Clean the hall and kitchen
4 people
Collect lost and found items
Return materials
2 people
Store leftover stock
2 people
Archive registrations and administration

What to bring

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

Furniture

Chairsqty 80
Foldable tablesqty 10
Beer tablesqty 4
Coat racksqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Scissorsqty 4
Small bowlsqty 16
Serving plattersqty 12
Pitchersqty 8

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Projector
Projection screen
Extension cordsqty 6

Lighting

String lightsqty 8
LED candlesqty 30

Decorations

New Year's Eve decorations
Tableclothsqty 10
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 4
Buntingqty 8

Catering

Groceries

Tips

Confirm the room layout before sending invitations. Count chairs and tables for the expected attendance, then allow a clear route to the entrance, altar table, lectern and refreshments.
Open registrations early enough to process replies and collect dietary requirements. Set a closing date at least 7 days before the service so catering numbers can be confirmed.
Book musicians, service leaders and volunteers before finalising the programme. Assign named people to registration, children’s care, refreshments, technical support and cleanup rather than relying on last-minute help.
Print liturgies, song sheets and presentation materials at least 1 day beforehand. Keep spare copies near the entrance and test every microphone, stand, speaker, mixer, projector and extension cord in the actual room.
Finish food preparation and room setup before the final rehearsal or sound check. Chill drinks, prepare snacks, fill pitchers and set out cups, glasses, plates and cutlery so the service team is not serving and troubleshooting at the same time.

Frequently asked questions

How far in advance should I plan a New Year's Eve service?: Set the date, venue, programme and service leaders at least 8 weeks ahead. Open registrations as soon as those details are confirmed, then close them about 7 days before the service to finalise catering and seating.
When should I confirm attendance and dietary requirements?: Collect registrations continuously and set a firm response deadline 7 days before New Year's Eve. Review the list and dietary requirements immediately after that deadline, then place or adjust the catering order.
When should I test the sound and presentation equipment?: Test the microphones, speakers, mixer, projector, screen and extension cords at least 1 day before the service. Repeat a short check on the day, after the room is arranged, because furniture placement can affect sound and sightlines.
When should the room and refreshments be ready?: Complete chair and table setup, decorations, the altar table, lectern and coffee point before guests arrive. Chill drinks and prepare snacks at least 60 minutes beforehand, leaving the final 15 minutes for a quick safety and equipment 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.