Walima celebration checklist: what to arrange and when

A Walima celebration involves more than booking a venue and ordering food. You need to coordinate guest responses, dietary requirements, buffet service, seating, tableware, deliveries, and the final room setup. Start with the guest list and venue, then confirm the menu and quantities before buying fresh food. During the final week, check every delivery, chill drinks, label tables, test the equipment, and prepare signs so guests can find the reception and seating without asking for directions.

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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

Compile guest list
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create final guest list
2 people
Set the catering menu
3 people
Note allergens per dish
2 people
Reserve venue
Reserve tables and chairs
Reserve tableware and glassware
Determine buffet layout
2 people
Create seating plan
2 people
Prepare table numbers
Print menus
Print name badges
Confirm deliveries
Check the shopping list
2 people
Do non-perishable shopping
3 people
Buy fresh groceries
3 people
Chill drinks
2 people
Sort decorations
2 people
Create a music playlist
Test the equipment
2 people
Prepare route signs
Check toilets
2 people
Prepare buffet dishes
5 people
Prepare desserts
3 people
Prepare salads
3 people
Fill bread baskets
2 people
Set out coffee and tea
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set the tables
5 people
Place name tags
2 people
Hang decorations
3 people
Place floral arrangements
2 people
Hang lighting
3 people
Set up the sound system
2 people
Keep buffet warm
3 people
Place allergen cards
2 people
Set up the welcome desk
2 people
Place parking signs
2 people
Set up the cloakroom
2 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
2 people
Open the buffet
2 people
Serve the buffet
5 people
Restock buffet dishes
4 people
Keep the prayer room tidy
Cut the cake
2 people
Serve dessert
3 people
Clear tables in between
3 people
Check the Toilets in Between
Empty trash bins
2 people
See off guests
3 people

Aftercare

Collect tableware
4 people
Chill leftovers safely
3 people
Take down the buffet
4 people
Remove decorations
3 people
Dismantle the sound system
2 people
Put tables and chairs back
4 people
Sweep floors
3 people
Clean the venue
4 people
Thoroughly clean the toilets
2 people
Wash dishes
4 people
Dispose of waste
2 people
Check rented items
2 people
Return rented items
2 people
Store leftover items
2 people
Collect lost and found items
Distribute leftovers
3 people

What to bring

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

Furniture

Round tablesqty 12
Buffet tablesqty 6
Chairsqty 110
Reception desk
Coat racksqty 2
Coat hangersqty 120
Drink tablesqty 4
Stoolsqty 8
Coolersqty 4
Waste binsqty 8

Tableware

Dinner platesqty 120
Dessert platesqty 120
Soup bowlsqty 120
Water glassesqty 140
Tea glassesqty 120
Coffee cupsqty 120
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving plattersqty 24
Serving spoonsqty 24
Serving tongsqty 12
Coffee potsqty 6
Teapotsqty 4

Decorations

Tableclothsqty 18
Table runnersqty 12
Napkin ringsqty 120
Artificial flower arrangementsqty 14
Welcome sign
Table numbersqty 12
Menusqty 120
Name badgesqty 110
Balloon archesqty 2
Balloonsqty 250
Climbing tracksqty 6
Candlesqty 36
Candle holdersqty 36

Equipment

Food warmersqty 12
Induction hobsqty 4
Kettlesqty 3
Coffee machinesqty 3
Refrigeratorsqty 2
Extension cordsqty 6
Power stripsqty 8
Speakersqty 2
Microphone
Mixer
Laptop

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 6
Cling filmqty 6
Food containersqty 20

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 6
Spare batteriesqty 24

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the Walima so you can produce a reliable final guest list and record dietary requirements. Keep allergen notes next to each dish on the catering plan.
Confirm the buffet layout before the room is dressed. Leave a clear route around the buffet tables and place serving platters, spoons, and tongs where guests can reach them without blocking the queue.
Count tableware against the final guest list, not the original invitations. Include separate dinner and dessert plates, water and tea glasses, cups, and enough cutlery for every planned course.
Complete non-perishable shopping several days ahead, then buy fresh groceries one or two days before the celebration. Chill drinks in coolers early enough that they are cold when guests arrive.
Use the final week to confirm deliveries and test music or other equipment. Set out table numbers, menus, name badges, the welcome sign, and route signs before the room becomes busy.

Frequently asked questions

How far in advance should I send Walima invitations?: Send invitations around 6 to 8 weeks before the celebration, with a clear reply deadline at least 10 days before the event. This gives you time to process registrations, collect dietary requirements, and create the final guest list.
When should I finalize the Walima catering menu?: Finalize the menu about 3 to 4 weeks before the celebration, after checking the expected guest numbers. Record allergens for every dish and reconfirm quantities and delivery details during the final week.
How many tables and chairs do I need for a Walima?: Use the final guest list and your seating plan to calculate the number of round tables and chairs, then add a small buffer for late changes. Confirm the furniture reservation at least 2 weeks before the event so replacements are still possible.
When should I prepare the Walima venue?: Complete the room layout, table numbers, menus, decorations, and signs on the day before where possible. On the event day, allow at least 3 hours for furniture placement, table setting, buffet setup, drink chilling, and equipment testing.

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