New Year’s reception checklist

A New Year’s reception usually looks simple to guests, but the preparation is spread across several deadlines. Start by confirming the venue, date and times, then allow enough time to collect registrations and dietary requirements before ordering catering. In the final week, check glasses, tableware, refrigeration and sound equipment rather than assuming everything is available. On the day, open and ventilate the room, set up the buffet and tables, chill the drinks and keep the final guest list and dietary overview accessible.

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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
Record date and times
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Create final guest list
2 people
Print the dietary overview
Place catering order
Check refrigerators
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up snacks
2 people
Chill drinks
2 people
Check glasses and tableware
2 people
Create a music playlist
Test the equipment
2 people
Arrange keys and access
Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set out chairs
3 people
Set up buffet tables
3 people
Set out tableware
2 people
Set up the drinks station
2 people
Set up coffee station
2 people
Arrange snacks on platters
3 people
Mark diet dishes
2 people
Hang decorations
3 people
Set up lights and music
2 people
Check toilets
Set up the entrance and coat check
2 people
Place the program at the entrance

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve aperitifs
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
3 people
Collect used dishes
2 people
Empty trash bins
2 people
Guide guests to the exit
2 people

Aftercare

Pack leftovers safely
2 people
Clear the buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Switch off equipment
2 people
Lock up the venue
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 5

Tableware

Water glassesqty 80
Wine glassesqty 80
Champagne glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 15
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice spoonsqty 3
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3

Equipment

Speakersqty 2
Mixer
Microphone
Extension cordsqty 4
Power stripsqty 5
Rechargeable batteriesqty 12
Laptop

Decorations

Buntingqty 6
Balloonsqty 100
Balloon weightsqty 6
Tableclothsqty 8
New Year bannersqty 3
Confetti-free table decorationsqty 8
Vasesqty 8

Lighting

LED light stringsqty 4
LED table lampsqty 8
Spare bulbsqty 6

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Send invitations early enough to give guests a clear registration deadline. Use the responses to build the final guest list and collect dietary requirements before placing the catering order.
Place the catering order only after registrations have closed. Print the dietary overview before the reception and keep it with the people serving food.
Chill drinks several hours before guests arrive, especially sparkling wine and other bottles that need serving cold. Check refrigerator space first and use coolers if the available capacity is limited.
Test the laptop, mixer, speakers and microphone before opening the venue. Do this while there is still time to replace a cable, recharge batteries or move the equipment closer to a power outlet.
Set up the room in a fixed order: ventilate it, arrange tables and chairs, prepare the buffet tables, then lay out glasses, plates and cutlery. Leave a clear route between the buffet, drinks and waste bins.

Frequently asked questions

When should I send invitations for a New Year’s reception?: Send them around 4 to 6 weeks before the reception and set a registration deadline at least 10 to 14 days before it. That gives you time to process replies, collect dietary requirements and confirm the final guest list.
How far in advance should I order catering for a New Year’s reception?: Place the order as soon as registrations close, ideally 7 to 10 days before the event. Use the final guest count and dietary overview rather than estimating from the number of invitations sent.
When should I chill drinks for a New Year’s reception?: Put drinks in refrigerators or coolers at least 4 hours before guests arrive. Check the available space the day before, because bottles, ice and food may need separate storage.
How long before guests arrive should I set up the reception venue?: Open the venue about 2 to 3 hours beforehand. Use the first hour for ventilation, tables, chairs and buffet setup, then finish tableware, drinks and equipment checks during the remaining time.

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