New Year's reception checklist

A New Year's reception needs more than drinks and decorations. You need a confirmed room and schedule, accurate guest numbers, dietary information, tested equipment and a setup plan that works before guests arrive. Start with the room and invitations, then use registration numbers to plan tableware, snacks, coffee, drinks and seating. The final checks cover chilled drinks, the buffet, cloakroom, lighting, music and power connections so the reception can start on time.

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

Reserve the room
Confirm date and times
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Follow up on registrations
Report number of guests
Check the shopping list
Check tableware stock
2 people
Test equipment
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set out tableware
2 people
Set up the drinks bar
2 people
Hang decorations
3 people
Set up music
2 people
Connect lighting
2 people
Set up the cloakroom
2 people
Check toilets
Set up the registration table
2 people
Final safety check
2 people

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Collect used dishes
2 people
Check toilets periodically
Say goodbye to guests
2 people

Aftercare

Clear away drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Dispose of waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Store equipment
2 people
Return supplies
2 people
Return borrowed items
2 people
Sort lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Foldable tablesqty 2

Tableware

Wine glassesqty 70
Champagne glassesqty 70
Highball glassesqty 70
Coffee cupsqty 70
Coffee spoonsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Serving spoonsqty 12

Kitchen

Serving traysqty 12
Small bowlsqty 16
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 3
Knivesqty 4

Equipment

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

Lighting

String lightsqty 4
Table lampsqty 6

Decorations

Balloon archesqty 2
New Year's decorations
Table runnersqty 8
Candle holdersqty 12
Number garland

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date, room and opening hours before sending invitations. Ask guests to register by a fixed deadline, then follow up with anyone who has not replied.
Use the final guest count to check champagne, wine and highball glasses, plus plates, cutlery and serving pieces. Do this several days before shopping, not while setting the tables.
Collect dietary requirements with registrations and pass the final list to whoever is preparing the snacks. Keep labelled or separate serving bowls available before the buffet opens.
Test the microphone, Bluetooth speakers, coffee machines, kettles and lighting before the event day. Check extension cords and power strips at the same time, so a missing connection does not delay setup.
Chill drinks early enough to serve them cold, then prepare coffee and tea close to opening time. Set up the cloakroom, drinks bar and buffet before guests arrive; these areas are easy to overlook when tables and chairs take priority.

Frequently asked questions

How far in advance should I send New Year's reception invitations?: Send them about 4 to 6 weeks before the reception and set the registration deadline 7 to 10 days before it. That leaves time to follow up, confirm dietary requirements and report the final guest number.
How many glasses do I need for a New Year's reception?: Plan at least 1 champagne glass and 1 wine or highball glass per guest, plus roughly 10% extra for breakage and replacements. Check whether glasses will be reused before deciding if you need more.
When should I chill drinks for a New Year's reception?: Move drinks into coolers or a refrigerator at least 4 to 6 hours before guests arrive. If the quantity is large, start the day before and keep a separate supply of water available throughout the reception.
When should I set up the buffet and drinks bar?: Set up tables, tableware, the buffet and drinks bar 1 to 2 hours before opening. Prepare perishable snacks and coffee or tea later, while checking music, lighting, microphone and the cloakroom before the first guest arrives.

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.