Welcome party checklist: what to arrange and when

A welcome party works best when guests know where to go, who they are meeting and what happens next. Start with the date, venue access and invitations, then collect registrations and dietary requirements before finalising food and seating. In the final week, prepare name badges, signs, the map, music and equipment. This checklist covers the practical details that are easy to leave until the last minute, from extra tables and chilled drinks to keys and lighting.

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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

Confirm date and location
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Follow up on registrations
Create final guest list
Reserve venue
Reserve extra tables
Arrange access keys
Create the program
2 people
Prepare welcome speech
Select activities
2 people
Create a music playlist
Create menu
2 people
Processing allergies
Make a shopping list
2 people
Purchase non-food materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare name badges
2 people
Print welcome signs
Print the map
Test sound equipment
2 people
Test the lighting
2 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare sandwiches
4 people
Wash and cut fruit
2 people
Set out coffee and tea
2 people
Set up tables
4 people
Set up chairs
4 people
Set up buffet tables
3 people
Set out tableware
2 people
Lay out name badges
2 people
Hang decorations
3 people
Place welcome signs
2 people
Set up sound system
2 people
Place lights
2 people
Set up the check-in desk
2 people
Set up activity stations
3 people
Place waste stations
2 people
Check toilets
Brief reception team
2 people

Event

Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Direct guests to the cloakroom
2 people
Give welcome speech
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
3 people
Label diet meals
2 people
Supervise activities
5 people
Operate the music
Supervise the photo corner
Collect waste
2 people
Check the Toilets in Between
Clear tables in between
3 people
Serve the last round of drinks
2 people
See off guests
3 people

Aftercare

Clear away food and drinks
3 people
Collect tableware
3 people
Sort waste
3 people
Clean the buffet
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle audio equipment
2 people
Dismantle lighting
2 people
Sweep and mop floors
3 people
Clean the restrooms
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers safely
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 90
High tablesqty 6
Bar stoolsqty 12
Coat racksqty 3
Coat racksqty 2
Tableclothsqty 10
Waste binsqty 6

Tableware

Platesqty 100
Deep platesqty 30
Glassesqty 120
Coffee cupsqty 60
Mugsqty 50
Cutlery setsqty 100
Serving plattersqty 12
Serving bowlsqty 10
Serving plattersqty 8
Pitchersqty 6
Serving spoonsqty 8

Decorations

Welcome bannerqty 2
Balloonsqty 150
Balloon pumpsqty 3
Buntingqty 12
Table décorqty 12
Name badgesqty 100
Photo backdrop
Photo propsqty 20
Tapeqty 8
Ropeqty 3
Scissorsqty 6

Equipment

Bluetooth speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice containersqty 4
Bluetooth transmitter

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Hot traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Cool bagsqty 4
Kitchen tongsqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Night lightsqty 4

Cleaning

Broomqty 2
Floor squeegeesqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue, date and access arrangements before sending invitations. If someone needs keys or an access code, assign that job at least 48 hours before guests arrive.
Set a registration deadline 7 days before the party. Use the final guest list to check seating, name badges, food quantities and dietary requirements rather than relying on rough estimates.
Finish the menu and shopping list 3 to 5 days ahead. Buy non-food materials separately so items such as tape, scissors, serving dishes and waste bins do not get overlooked during the food shop.
Prepare the welcome area on the day before: put out the banner, signs, map and name badges, and check that coat racks and tables do not block the entrance. Guests should be able to find the welcome point within the first minute.
Test sound and lighting at least 2 hours before doors open, then chill drinks and set out glasses, cups and serving equipment. Keep a short arrival checklist with one person responsible for greeting guests and starting the programme.

Frequently asked questions

How far in advance should I send welcome party invitations?: Send invitations 3 to 4 weeks before the party and set the RSVP deadline 7 days before it. That leaves time to follow up, collect dietary requirements and create the final guest list.
When should I finalise the guest list for a welcome party?: Finalise it about 5 to 7 days before the event. Use that number to confirm seating, name badges, food, drinks and the number of serving items needed.
How early should I arrive to set up a welcome party?: Allow at least 2 hours for setup, especially if you need to arrange tables, signs, decorations and equipment. Add extra time if access keys, lighting or sound still need testing.
How many drinks should I plan per guest for the first hour?: Plan for 2 to 3 drinks per guest during the first hour, then adjust for the length and format of the party. Chill the first supply before guests arrive and keep pitchers, glasses and waste bins accessible.

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.