New Year’s reception checklist

A New Year’s reception needs more than food, drinks and a room. You also need a reliable guest list, dietary information, a confirmed programme and enough time to set up stations, seating and the entrance. This checklist puts the work in a practical order, from reserving the room and sending invitations to chilling drinks and welcoming guests. Use it to spot details that are often left until the last hour, such as keys, name badges, separate diet meals and tested audio.

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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 a room
Send invitations
2 people
Process registrations
Collect dietary requirements
Create visitor list
Order catering
Order drinks
Confirm program and speeches
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pack diet meals separately
2 people
Check the venue and keys
2 people
Brief the setup team
Ventilate room
2 people
Set up tables and chairs
4 people
Set up the buffet
3 people
Set up coffee and tea station
2 people
Set up the drinks station
2 people
Lay out crockery and cutlery
2 people
Hang decorations
2 people
Lay out name badges
Test the music
2 people
Set up entrance and cloakroom
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep the buffet and tables tidy
2 people
Announce speeches
Remove waste regularly
Announce the final round
See off guests
3 people

Aftercare

Dismantle the buffet and bar
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
3 people
Dispose of waste
2 people
Return materials
2 people
Store leftover drinks
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Clothes hangersqty 60
Waste binsqty 4

Tableware

Wine glassesqty 60
Water glassesqty 60
Coffee cupsqty 60
Platesqty 70
Forksqty 70
Knivesqty 70
Teaspoonsqty 60
Serving boardsqty 8
Serving plattersqty 8
Serving plattersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 8
Serving spoonsqty 8

Decorations

Tableclothsqty 10
Vasesqty 8
Artificial flowersqty 8
LED string lightsqty 4
New Year's decorations
Name badgesqty 60

Cleaning

Mopqty 2
Bucketsqty 2
Broom
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the RSVP deadline at least 10–14 days before the reception. Use the final registration list to confirm numbers with the caterer and to prepare name badges and dietary meals.
Confirm the programme and speeches no later than one week before the event. Allow time to test the Bluetooth speaker, power strips and extension cords before guests arrive.
Plan the room setup backwards from the welcome time. Allow around 60–90 minutes for tables, chairs, buffet tables, coffee and tea, drinks, crockery, decorations and the cloakroom.
Chill drinks several hours before the reception, not just when setup begins. Keep water separate from wine and other drinks so guests can find both quickly without crowding one station.
Pack dietary meals separately and label them before leaving for the venue. Keep the visitor list, keys, name badges and any access information together so the welcome team can start on time.

Frequently asked questions

How far in advance should I plan a New Year’s reception?: Reserve the room and send invitations 4–6 weeks ahead where possible. Set the registration deadline 10–14 days before the reception, then confirm catering, drinks and dietary requirements.
How many drinks should I order for a New Year’s reception?: For the first hour, plan on 2–3 drinks per guest, including non-alcoholic options. Add water throughout the reception and confirm the final quantity after registrations close, usually 10–14 days beforehand.
How much setup time does a New Year’s reception need?: Allow 60–90 minutes for a small reception with a prepared room, and longer if furniture, buffet tables or cloakroom equipment must be moved. Check the venue, keys and power supply before the setup team begins.
When should I prepare the buffet and coffee station?: Set out tables, crockery and serving equipment before the food arrives. Prepare snacks and the coffee and tea station shortly before guests enter, while keeping perishable food chilled until service.

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