New Year’s reception checklist

A New Year’s reception needs more than invitations and a bottle of champagne. This checklist takes you from confirming the date and guest list to setting up the welcome table, buffet, drinks and sound system. It also covers details that are easy to leave too late, such as dietary information, glassware, coat storage, keys and allergen labels. Use the plan to keep decisions in order and to know what must be 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

Confirm date and time
Compile the guest list
2 people
Draft invitations
Send invitations
Register sign-ups
Collect dietary requirements
Confirm registrations
Determine the final number of guests
2 people
Share the dietary overview
Work out the room layout
2 people
Calculate catering quantities
2 people
Check dishes and glassware
2 people
Inventory the furniture
Check the decoration supplies
Compile the music playlist
Finalize the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
4 people
Make allergen labels
Prepare the welcome table
2 people
Test sound equipment
2 people
Arrange keys and access
Print the run sheet
Open venue
2 people
Ventilate room
2 people
Receive deliveries
2 people
Stock the refrigerators
3 people
Set up buffet tables
4 people
Set up seating
4 people
Place table decorations
3 people
Hang decorations
3 people
Set up lighting
2 people
Set up the cloakroom
2 people
Set up the welcome desk
2 people
Set out tableware
3 people
Prepare coffee and tea
2 people
Arrange snacks
4 people
Place diet dishes separately
2 people

Event

Start the music
Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
4 people
Refill buffet
3 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Clear tables during the event
3 people
Check the diet buffet
Make more coffee
Serve late-night snacks
3 people
Empty trash bins
2 people
Manage coat check
2 people
Announce the final round
See off guests
3 people
Turn off the music

Aftercare

Chill leftovers safely
3 people
Wash dishes
4 people
Take down the buffet
4 people
Remove decorations
3 people
Put furniture back
4 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Pack equipment
2 people
Collect lost and found items
Handle the deposit and keys
Return rental items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 10
High tablesqty 8
Chairsqty 80
Coat racksqty 3
Clothes hangersqty 100
Buffet tablesqty 4
Waste binsqty 6

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 70
Wine glassesqty 120
Water glassesqty 100
Champagne glassesqty 90
Coffee spoonsqty 70
Forksqty 90
Knivesqty 90
Serving spoonsqty 12
Serving plattersqty 16
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Lighting

String lightsqty 6
Table lampsqty 6

Decorations

Balloonsqty 100
Balloon standsqty 4
Buntingqty 12
Tableclothsqty 10
Napkin holdersqty 10
Flower arrangementsqty 8
New Year platesqty 6
Name badgesqty 90
Table numbersqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Close registration before you calculate catering quantities. Set a clear deadline for replies, then use the final guest count and dietary overview to guide food, drinks and seating.
Check glassware and serving equipment several days before shopping. Count champagne, wine and water glasses separately, and make sure you have enough serving platters, tongs and spoons.
Plan the room around arrival and movement, not just the buffet. Leave a clear route from the welcome table to the coat racks, high tables, buffet tables and waste bins.
Chill drinks in stages rather than waiting until the last hour. Put the first batch in coolers early, and keep ice packs or additional cooling space available for the remaining bottles.
Finish the operational checks before guests arrive. Test the Bluetooth speakers and microphone, arrange keys and access, print the run sheet, and place allergen labels where food is served.

Frequently asked questions

How far in advance should I send New Year’s reception invitations?: Send invitations at least 4–6 weeks before the reception. Set the reply deadline roughly 10–14 days before the event so you have time to confirm registrations, collect dietary requirements and determine the final guest count.
When should I finalise catering quantities for a New Year’s reception?: Finalise quantities 7–10 days before the reception, once registrations have closed. Recheck the numbers 2–3 days before shopping in case of cancellations or late changes to dietary requirements.
How many drinks should I plan per guest for the first hour?: Allow about 2–3 drinks per person for the first hour, then around 1 drink per person per hour afterward. Include water as well as wine, champagne or other drinks, and chill the first serving before guests arrive.
When should I set up the room for a New Year’s reception?: Set up furniture, coat storage, buffet tables and non-perishable supplies the day before where possible. On the day itself, allow at least 2–3 hours for chilling drinks, preparing snacks, placing labels, setting the welcome table and testing sound equipment.

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