Supper Club Checklist

A supper club runs smoothly when guest numbers, menu choices and kitchen capacity are settled early. This checklist takes you from choosing the theme and booking the venue to preparing food, setting the tables and welcoming guests. Allow time to collect dietary requirements, confirm the final headcount and check every plate, glass and cooking pan before shopping. On the day, separate room setup from food preparation so neither is left until the last hour.

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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 menu and theme
2 people
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Create the table layout
Design menus
Make a shopping list
2 people
Check dishes and glassware
Check the cooking equipment
Wash table linens
Do the shopping
2 people
Chill drinks
Wash and cut vegetables
2 people
Make sauces and dressings
2 people
Prepare dessert
2 people
Marinate meat or fish

Event

Open venue
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Lay out table linen
2 people
Decorate tables
2 people
Set out tableware and cutlery
2 people
Set out glasses
Place menus
Set up cooking stations
2 people
Check stock and allergens
2 people
Prepare the aperitif
2 people
Welcome guests
2 people
Serve aperitifs
2 people
Finish the starter
2 people
Serve starter
3 people
Prepare the main course
3 people
Refill drinks
Serve the main course
3 people
Finish dessert
2 people
Serve dessert
2 people
Serve coffee and tea
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Remove decorations
2 people
Inventory materials
Return borrowed items

What to bring

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

Furniture

Dining tablesqty 6
Chairsqty 44
Side tablesqty 2
Clothing rack

Tableware

Dinner platesqty 50
Deep platesqty 50
Dessert platesqty 50
Coffee cupsqty 45
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 45
Table knivesqty 50
Table forksqty 50
Dessert spoonsqty 50

Kitchen

Chef's knivesqty 4
Cutting boardsqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Measuring spoonsqty 2
Frying pansqty 4
Cooking potsqty 5
Baking dishesqty 4
Small baking dishesqty 3
Baking traysqty 4
Serving spoonsqty 8
Serving tongsqty 4
Ladlesqty 4
Kitchen tongsqty 3
Foam spatulasqty 2

Equipment

Coffee maker
Kettlesqty 2
Coolersqty 3
Induction platesqty 2
Kitchen scaleqty 2
Oven mittsqty 4

Decorations

Tableclothsqty 6
Napkinsqty 60
Candlesticksqty 12
Table décorqty 6
Menusqty 44

Lighting

Mood lightingqty 4
LED candlesqty 24

Cleaning

Waste binsqty 3
Trash bagsqty 40
Dish brushesqty 3
Spongesqty 8
Microfiber clothsqty 12
Paper towelsqty 6
Liquid dish soapqty 2
All-purpose cleanerqty 2
Dishwasher tabletsqty 30
Toilet paperqty 24

Catering

Groceries

Tips

Set the menu and theme before sending invitations, then give guests a clear deadline for registrations and dietary requirements. Confirm the final guest count several days before shopping so portions and table settings match.
Check the venue’s dining tables, chairs and side tables against the confirmed headcount. Leave enough space for guests to sit down and keep serving dishes, a clothing rack and drinks within easy reach.
Inspect all dinner, deep and dessert plates, glasses, cutlery and coffee cups before washing table linens. Count each item by place setting, then keep a small spare buffer rather than discovering shortages during service.
Prepare sauces, dressings, dessert and marinades ahead of time, and wash and cut vegetables before guests arrive. Chill drinks early; a refrigerator filled during the final hour is difficult to manage while cooking.
Open and ventilate the room before setting up tables and chairs. Lay the linen, decorate the tables and place tableware only after the layout is fixed, so you do not have to reset every place setting.

Frequently asked questions

How far in advance should I plan a supper club?: Set the menu, theme and venue at least 3–4 weeks before the event. Send invitations early enough to collect registrations and dietary requirements, then confirm the final number several days before shopping.
When should I ask guests about dietary requirements?: Ask for dietary requirements when invitations are sent, with a firm reply deadline at least 7 days before the supper club. Review the responses before finalising recipes and quantities.
How much food should I prepare for a supper club?: Plan one complete portion of each course per confirmed guest, plus around 10% extra for unexpected demand or serving errors. Final quantities depend on the menu, so use the confirmed headcount rather than invitation numbers.
What should I do on the day of a supper club?: Open and ventilate the venue first, then prepare the room and finish the food in stages. Aim to have tables, linen, tableware and chilled drinks ready at least 30 minutes before guests arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.