Valentine’s Dinner Checklist

A Valentine’s dinner needs more than a menu and a few candles. This checklist takes you from invitations and dietary requirements to the table setup, chilled drinks and finished courses. Start with guest numbers and the venue, then work through food, equipment and preparation in sequence. The plan also covers details that are easy to leave too late, such as confirming the reservation, checking glassware and keeping diet-specific meals separate.

Organize this event for free with Lizzt

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
Determine the menu and courses
2 people
Confirm reservation
Create the table layout
2 people
Check the shopping list
2 people
Do the shopping
2 people
Check stock and shelf life
Chill drinks
Wash table linens
Check crockery and glasses
2 people
Set up chairs and tables
3 people
Prepare table linen
2 people
Set out tableware
2 people
Set out cutlery
2 people
Set out glasses
2 people
Hang decorations
2 people
Set up candles and lighting
2 people
Set up music
Wash and cut vegetables
3 people
Prepare dessert
2 people
Prepare starter
2 people
Prepare main course
3 people
Set aside special diet meals
2 people
Set out the welcome drink
2 people
Set the tables
3 people
Check the restroom and entrance

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Escort guests to their table
2 people
Serve starter
3 people
Clear plates and cutlery
2 people
Finish the main course
3 people
Serve the main course
3 people
Refill drinks
2 people
Clear tables in between
2 people
Serve dessert
3 people
Serve coffee and tea
2 people
Say goodbye to guests
2 people

Aftercare

Pack leftovers safely
2 people
Take dishes to the kitchen
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the kitchen
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the room
2 people
Clean coolers and equipment
2 people
Return materials
2 people
Wash and store table linen

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Serving furnitureqty 2

Tableware

Dinner platesqty 36
Deep platesqty 36
Dessert platesqty 36
Coffee cupsqty 36
Water glassesqty 36
Wine glassesqty 36
Champagne glassesqty 36
Table knivesqty 36
Table forksqty 36
Table spoonsqty 36
Dessert spoonsqty 36

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 8
Serving tongsqty 6
Measuring cupsqty 3
Baking dishesqty 4
Cooking potsqty 5
Frying pansqty 3
Corkscrewqty 2

Equipment

Coffee maker
Kettlesqty 2
Coolersqty 3
Food warmersqty 3
Bluetooth speaker

Lighting

String lightsqty 4
LED candlesqty 36

Decorations

Tableclothsqty 6
Napkinsqty 40
Table decorationsqty 6
Menusqty 32
Name badgesqty 32
Flower vasesqty 6

Cleaning

Waste binsqty 3
Bucketsqty 2
Spongesqty 6
Dish brushesqty 3
Towelsqty 8

Catering

Groceries

Tips

Collect dietary requirements when guests register, not a day before the dinner. Keep separate portions clearly identified so they do not get mixed up during serving.
Confirm the reservation and table layout before buying food. The final guest count determines how many dinner plates, glasses, chairs and portions you need.
Check stock and shelf life before shopping, especially for drinks, dessert ingredients and items that may already be in the kitchen. Chill drinks early enough to avoid relying on last-minute ice.
Prepare vegetables, the starter and dessert ahead of the guests’ arrival, then reserve the final cooking window for the main course. This leaves time to set out plates, cutlery and glasses.
Set up lighting, music and table decoration before cooking starts. Candles, string lights, a speaker and serving furniture are easy to forget once the kitchen becomes busy.

Frequently asked questions

How far in advance should I plan a Valentine’s dinner?: Send invitations and collect registrations at least 2–3 weeks ahead. Confirm the final guest count, dietary requirements and reservation several days before the dinner.
How many glasses and plates do I need for a Valentine’s dinner?: Prepare one dinner plate, one deep plate, one dessert plate and the required cutlery per guest. Allow at least one water glass and one wine glass per person, plus extras for breakage or additional drinks.
When should I prepare the food for a Valentine’s dinner?: Prepare dessert and as much of the starter and vegetables as possible several hours ahead. Keep the main course’s final cooking and reheating within the last 60–90 minutes before serving.
When should I chill drinks for Valentine’s dinner?: Put wine, water and other drinks in the refrigerator or coolers at least 3–4 hours before serving. Check the temperature and available stock before guests arrive, rather than during the first course.

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.