Nowruz Celebration Checklist

A Nowruz celebration needs more than a Haft-seen table and a shared meal. This checklist takes you from choosing the date and venue to confirming guests, dietary needs, catering quantities and volunteer roles. It also covers the details people often leave too late: chilling drinks, preparing fresh herbs and vegetables, charging audio equipment and printing the run sheet. Work through the plan in order so the final setup is calm and the programme can start on time.

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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
Determine venue and room layout
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Create final guest list
2 people
Calculate catering quantities
2 people
Confirm deliveries and pickup points
Compile the music program
2 people
Prepare speaking notes
Assign volunteers
2 people
Check the weather forecast
Do the shopping
3 people
Check fresh produce
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare herbs and dressings
2 people
Set up tea and coffee station
2 people
Prepare the Haft-seen table
3 people
Sort decorations
2 people
Charge equipment
Print the run sheet

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set up the Haft-seen table
3 people
Hang decorations
3 people
Set up light decorations
2 people
Test sound equipment
2 people
Test the music playlist
Bring food up to temperature
4 people
Set out cold dishes
3 people
Set up the drinks station
2 people
Lay out crockery and cutlery
2 people
Lay out name badges and programs
2 people
Brief the welcome team
2 people
Set up the cloakroom
2 people
Check entrance and toilet
2 people
Welcome guests
3 people
Announce the program
Serve welcome drinks
3 people
Explain the Nowruz tradition
Guide music program
2 people
Serve tea and coffee
3 people
Refill snacks
3 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
5 people
Assign diet meals
2 people
Collect used dishes
3 people
Supervise children's activities
2 people
Serve dessert
3 people
Guide the photo moment
2 people
Coordinate music and dancing
2 people
Top up the last snacks
2 people
See off guests
3 people
Cool food safely
3 people
Remove waste regularly
2 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean tables and chairs
2 people
Take down decorations
2 people
Remove decorations
3 people
Switch off equipment
2 people
Put furniture back
4 people
Clean the floor and toilets
3 people
Dispose of waste
2 people
Pack leftover food
2 people
Collect lost and found items
Check materials
2 people
Return borrowed materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 2
Folding chairs for childrenqty 12

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Glassesqty 120
Tea glassesqty 90
Coffee cupsqty 60
Forksqty 110
Knivesqty 110
Spoonsqty 110
Teaspoonsqty 80
Serving plattersqty 18
Serving spoonsqty 18

Decorations

Tablecloth setsqty 12
Haft-seen mirrorsqty 2
Decorative bowlsqty 8
Glass vasesqty 8
Artificial flowersqty 12
Decorative ribbonsqty 6
Paper buntingqty 8
Table runnersqty 10
Name badgesqty 100
Photo backdrop
Candle holdersqty 12

Equipment

Bluetooth speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Food warmersqty 6
Hot platesqty 2
Kettlesqty 3

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 20
Serving traysqty 10

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Toilet brushesqty 3

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Allow at least 2–3 weeks for replies so you can create a reliable guest list and ask about dietary requirements.
Calculate food and tableware only after registrations close. Count each guest once, then add a small buffer for shared dishes, serving spoons, plates, glasses and tea service.
Prepare the Haft-seen table separately from the buffet layout. Check the mirrors, bowls, vases, flowers, ribbons and table runners together at least one day before the celebration.
Do the fresh-food preparation close to the event: wash and cut vegetables, prepare herbs and dressings, and chill drinks on the same day where possible. This keeps produce fresh without leaving every task until guests arrive.
Charge the Bluetooth speaker and wireless microphone before opening the venue. Print the run sheet, speaking notes and volunteer assignments, and keep one paper copy at the welcome point.

Frequently asked questions

How early should I send Nowruz celebration invitations?: Send invitations 2–3 weeks before the celebration and set a reply deadline about 7 days before it. That leaves enough time to process registrations, collect dietary requirements and confirm catering quantities.
When should I prepare the Haft-seen table?: Sort the decorations and assemble the Haft-seen table 1 day before the event. On the day itself, allow 30–45 minutes for final placement and checking that nothing has been moved or damaged.
How long before Nowruz guests arrive should I set up the venue?: Open the venue at least 2 hours before guest arrival. Use the first hour for tables, chairs, buffet and coat areas, then reserve the final 30–45 minutes for food, drinks, audio checks and the welcome area.
When should I chill drinks and prepare vegetables for Nowruz?: Chill drinks at least 4 hours before serving, or overnight if storage allows. Wash and cut vegetables and prepare herbs and dressings on the event day, ideally 1–3 hours before guests arrive.

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