New Year’s Show Checklist

A New Year’s show needs more than a program and a countdown. This checklist takes you from choosing the date and confirming the venue to handling registrations, dietary needs, catering, stage sections, sound, and lighting. The final setup is easier when the run sheet, guest list, show files, drinks, and technical spares are ready before guests arrive. Use the tasks in order, then allow time for a full microphone and lighting test on site.

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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
Reserve the venue and room layout
2 people
Check permits and house rules
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm performers and host
2 people
Place catering order
Reserve technical equipment and lighting
2 people
Collect music and show files
2 people
Print the run sheet
Print guest list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Pack diet meals separately
2 people
Bring materials to the venue
4 people
Clear the hall floor
3 people
Set up tables
4 people
Set up chairs
4 people
Set up stage sections
4 people
Install the backdrop
3 people
Set up sound equipment
3 people
Set up lighting equipment
3 people
Test microphones
2 people
Test music playback
2 people
Test light show
2 people
Hang up decorations
3 people
Set up the balloon arch
2 people
Lay festive tables
4 people
Set up the buffet and drinks station
3 people
Arrange snacks on platters
3 people
Set out coffee and tea
2 people
Set up the cloakroom
2 people
Set up the registration table
2 people
Check toilets
2 people
Hold crew briefing
6 people

Event

Welcome guests
4 people
Register guests
2 people
Take coats
2 people
Start opening music
Host the opening
Supervise the afternoon show
3 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware and glasses
2 people
Announce the lunch break
Play break music
Present the evening program
Support the evening show
3 people
Open the dinner buffet
3 people
Serve diet meals
2 people
Provide the music program
2 people
Set up countdown
2 people
Dim the party lights
Present the countdown moment
2 people
Lead the toast
3 people
Provide the closing performance
3 people
See off guests
4 people

Aftercare

Clear the cloakroom
2 people
Clear away food and drinks
4 people
Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Dismantle lighting equipment
3 people
Dismantle audio equipment
3 people
Dismantle the stage and backdrop
4 people
Put furniture back
4 people
Remove decorations
3 people
Thoroughly clean the hall
4 people
Clean the restrooms
2 people
Count and chill stock
2 people
Return rental items
3 people
Return borrowed materials
2 people

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 110
Buffet tablesqty 4
Tall cocktail tablesqty 6
Coat racksqty 4
Stoolsqty 8
Stage sectionsqty 6
Speaker table

Tableware

Dinner platesqty 120
Dessert platesqty 120
Water glassesqty 120
Wine glassesqty 110
Champagne glassesqty 110
Coffee cupsqty 80
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 16

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 8
Light barsqty 4
Atmosphere lightsqty 12
Light standqty 2

Decorations

Backdrop
Balloon archesqty 2
Gold garlandsqty 12
Silver streamersqty 12
Confetti cannonsqty 6
Tableclothsqty 16
Napkin holdersqty 12
Table decorationsqty 16
Party hatsqty 110
Photo propsqty 20

Kitchen

Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Ice cube traysqty 6
Thermos flasksqty 6
Waste binsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the program, performers, and host before sending invitations. Changes made after registrations open can affect catering numbers, the run sheet, and technical requirements.
Set a clear registration deadline and collect dietary requirements at the same time. Keep diet meals packed separately so they can be identified quickly during service.
Do not leave technical setup until the last hour. Allow at least 90 minutes to place the stage sections, connect the mixer and active speakers, position microphones, and run the show files from the laptop.
Print the run sheet and guest list before leaving for the venue, and keep digital copies on the laptop as a backup. Bring spare batteries, extension cords, power strips, and HDMI cables with the equipment.
Chill drinks before guests arrive and prepare snacks while the room is being set. Check that champagne glasses, water glasses, plates, cutlery, buffet tables, coat racks, and seating are in place before the doors open.

Frequently asked questions

How far in advance should I plan a New Year’s show?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Confirm performers, the host, catering, technical equipment, and lighting before invitations go out.
When should New Year’s show invitations close?: Close registrations 10 to 14 days before the show if catering is involved. That gives you time to confirm the guest list, dietary requirements, meal quantities, seating, and drink order.
How long does it take to set up a New Year’s show?: Allow at least 3 hours for room layout, tables and chairs, stage sections, backdrop, sound, lighting, and refreshments. Add another 30 minutes for microphone testing and checking the program files.
How many drinks should I plan per guest for a New Year’s show?: For the first hour, plan around 2 to 3 drinks per person, then about 1 drink per person per hour. Add water throughout the evening and confirm whether champagne is served at the countdown.

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