Pop-Up Dinner Checklist

A pop-up dinner combines a temporary dining room with a working kitchen, so timing and equipment need to line up. Start by inviting guests and collecting dietary requirements, then confirm the menu, deliveries and shopping list. Prepare dishes such as soup, dessert, marinated chicken and pre-cooked potatoes before guests arrive. On the day, allow time for tents, tables, lighting, cooking stations and table settings before welcoming people with aperitifs.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm guest list
Arrange the table layout
Confirm deliveries
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare soup
2 people
Prepare dessert
2 people
Marinate chicken
Cut vegetables
2 people
Pre-cook the potatoes
Set up cooking station
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Hang up decorations
2 people
Connect lighting
2 people
Set up the cloakroom

Event

Welcome guests
2 people
Serve aperitifs
2 people
Check Stock and Dietary Requirements
Finish soup
2 people
Serve soup
3 people
Prepare the main course
4 people
Serve the main course
4 people
Refill drinks
2 people
Clear away dishes
3 people
Serve dessert
3 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Collect waste
2 people
Wash dishes and cutlery
3 people
Clean the kitchen
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Disconnect lighting
2 people
Take down party tents
4 people
Clean the venue
3 people
Store leftovers in the fridge
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 48
Coat racksqty 2

Tableware

Dinner platesqty 50
Soup bowlsqty 50
Dessert platesqty 50
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Coffee spoonsqty 50
Dinner knivesqty 50
Dinner forksqty 50
Dessert spoonsqty 50

Kitchen

Chef and serving knivesqty 8
Cutting boardsqty 6
Mixing bowlsqty 8
Cooking potsqty 6
Roasting pansqty 4
Baking dishesqty 6
Measuring jugsqty 4
Serving plattersqty 12
Serving spoonsqty 12
Kitchen tongsqty 6
Kitchen scalesqty 2
Kitchen thermometersqty 2

Equipment

Gas burnersqty 4
Gas cylindersqty 4
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Hand mixersqty 2

Lighting

String lightsqty 6
Outdoor lightsqty 4

Decorations

Tableclothsqty 6
Napkinsqty 100
Menusqty 50
Table numbersqty 6
Candlesqty 30
Vasesqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Dish brushesqty 4
Spongesqty 12
Bucketsqty 4
Mopsqty 4
Hand soapqty 4
Paper towelsqty 8

Catering

Groceries

Tips

Send invitations early enough to process registrations and confirm the final guest list before buying food. Collect dietary requirements at the same time, rather than trying to adjust the menu on the day.
Plan cooking backwards from dinner service. Prepare soup and dessert ahead, marinate the chicken, cut vegetables and pre-cook the potatoes so the burners and roasting pans are not handling every dish at once.
Check equipment against the menu before shopping. Gas burners need matching gas cylinders, while coolers and food warmers need to be available before ingredients and finished dishes arrive.
Leave at least 2 hours for the physical setup if you are building party tents, arranging tables and chairs, connecting lighting, setting up the cloakroom and dressing the tables.
Count tableware by course and drink before setting the tables: dinner, soup and dessert plates, coffee cups, water and wine glasses, plus the correct cutlery. Keep serving platters, spoons and tongs beside the cooking station.

Frequently asked questions

How far in advance should I organise a pop-up dinner?: Send invitations at least 3 to 4 weeks before the dinner so registrations and dietary requirements have time to come in. Confirm the guest list and final quantities about 7 days before the event.
When should I prepare the food for a pop-up dinner?: Prepare soup and dessert 1 day ahead where possible, and marinate the chicken several hours before cooking. Cut vegetables and pre-cook potatoes on the day, leaving the final cooking and reheating for service.
How long does it take to set up a pop-up dinner?: Allow at least 2 hours for tents, tables, chairs, lighting, the cloakroom and table settings. Add another 30 to 60 minutes if deliveries arrive during setup or the cooking station still needs assembling.
How much tableware do I need for a pop-up dinner?: Count one complete place setting per confirmed guest, then add 10% spare plates, bowls, glasses and cutlery. For 20 guests, that means 22 of each essential item, with extra serving utensils for the menu.

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