A 4-Week Checklist for Planning a New Year's Eve Event

Break out the champagne and glitter. It’s time to toast to the New Year!

Your guests might only see the glitz and glamour, but we know there’s a lot of organizing, coordinating, and cat-herding going on behind the scenes when you plan a New Year’s Eve event. Whether it’s a sparkly black tie fete, a casual and intimate dinner with bubbly, or a dance-all-night ball, it takes a lot of work. 

To help you keep all those details organized, we’ve created a handy week-by-week checklist for hosting a New Year’s Eve event without breaking a sweat. 

4 Weeks Before (Early December)

Set the Foundation

1. Finalize your event theme and format: Choose a theme that fits your audience, like a formal gala, a family-friendly event, or a dance party.
2. Confirm your venue booking and permits: Double-check that the venue is reserved, and secure permits for noise, alcohol, or special effects if needed.
3. Lock in key vendors: Sign contracts with caterers, entertainers, and decorators, ensuring they align with your event vision.
4. Set up your event page and ticketing: Whether you’re selling tickets or just taking free RSVPs, you’ll need an event page where your guests can secure their spot. Ask these 20 questions to help find the right ticketing partner for your New Year’s Eve event. 
5. Begin marketing: Launch the event page on social media, and start inviting guests or selling tickets to create early buzz.
6. Draft the event schedule and timeline: Map out the flow of activities, from guest arrival to the midnight countdown and closing moments.

Checklist

• ✅ Outline the budget and allocate funds: Break down costs into categories like food, entertainment, and decor to stay on track.
• ✅ Hire staff or recruit volunteers: Assign roles for event day, such as greeters, servers, and cleanup crew.
• ✅ Order initial decorations and supplies: Purchase essentials like tableware, lighting, and theme-specific decor items.

3 Weeks Before (Mid-December)

Focus on Logistics and Promotion

1. Track RSVPs or ticket sales: Use a tracking tool to monitor attendance, and adjust promotion efforts to boost visibility.
2. Confirm all vendor details: Call each vendor to verify their arrival times, equipment needs, and setup requirements.
3. Finalize the menu and drink list: Ensure food options cover dietary needs, and confirm quantities of drinks and alcohol.
4. Secure party favors or giveaways: Order items like hats, noise makers, and custom swag to enhance guest experience and keep them engaged.
5. Conduct a walkthrough of the venue: Visit the venue to finalize the layout, confirm power sources, and plan decorations.

Checklist

• ✅ Plan seating or table arrangements: Map out table placements or designated areas to optimize space for mingling and dancing.
• ✅ Prepare signage: Design and print directional signs, branded backdrops, or schedule boards to guide guests and reinforce the theme.
• ✅ Increase social media promotions: Post teasers, countdowns, and behind-the-scenes content to build anticipation and excitement.

2 Weeks Before (Week Before Christmas)

Finalize and Test

1. Test all audio/visual equipment: Check speakers, microphones, lighting systems, and any multimedia setups to avoid technical hiccups.
2. Confirm final headcount with caterers: Provide a near-final guest count to ensure sufficient food and drinks are prepared.
3. Purchase last-minute decorations and rentals: Buy or rent anything that’s missing, like extra lighting, props, or furniture.
4. Prepare a detailed run-of-show: Create a timeline for the event, specifying when activities start and who is responsible for each segment.
5. Coordinate transportation or parking logistics: Arrange for shuttles, valet services, or designate parking areas to make arrival easy for guests.

Checklist

• ✅ Assemble party favors or swag bags: Fill and organize favors for efficient distribution or setup at the venue.
• ✅ Send reminder emails or messages to guests: Share event details, like start time, location, and dress code, with attendees.
• ✅ Confirm security or crowd control personnel: Ensure security staff are aware of protocols for guest safety and emergency scenarios.

1 Week Before (Post-Christmas)

Prepare for Execution

1. Finalize staff and volunteer assignments: Assign clear roles for tasks like check-ins, food service, and monitoring the midnight countdown.
2. Do a full inventory check: Ensure all decorations, supplies, favors, and tech gear are packed and ready to transport.
3. Confirm delivery and setup times with vendors: Verify drop-off times for catering, rentals, and decor, and align them with your setup schedule.
4. Rehearse key moments: Practice key activities like countdown effects, speeches, or performances to ensure smooth execution.
5. Set up a day-before checklist: Create a detailed task list for the setup team, including decoration placement and final tech checks.

Checklist

• ✅ Create an emergency kit: Include essentials like duct tape, scissors, batteries, and first-aid supplies for unexpected issues.
• ✅ Pack all supplies and decorations for transport: Organize items in labeled containers to make setup quick and efficient.
• ✅ Confirm transportation arrangements: Ensure any shuttle services or valet options are on standby for event day.

Day Before the Event

1. Decorate the venue: Complete all decorating tasks, including setting up tables, backdrops, lighting, and signage.
2. Test all equipment: Re-check sound systems, projectors, and special effects like confetti cannons to ensure everything is functional.
3. Meet with staff and volunteers: Conduct a final briefing to go over roles, timelines, and contingency plans.
4. Ensure all vendors are prepared: Contact vendors to confirm their arrival, setup progress, and readiness for the event.

Event Day

1. Arrive early to oversee final setup: Be the first on-site to troubleshoot any last-minute issues and guide the setup team.
2. Greet vendors and staff: Check in with everyone to ensure they are clear on their tasks and timelines.
3. Monitor the flow of the event: Keep an eye on guest experience, ensuring food, entertainment, and service run smoothly.
4. Execute the midnight countdown: Create a memorable moment with confetti, balloons, or special effects to celebrate the New Year!

Final Thoughts

This is going to be your year. With this week-by-week checklist in hand, you’re on your way to planning a fabulous New Year’s Eve event. 

Need some help getting your event page and tickets up & running? Schedule a call with an event expert on our team and we’ll set everything up for you, so you can focus on planning a great event.