New Year’s Eve Party Planning Checklist (with Bonus Tips at the End!)

New Year’s Eve is coming, and we all know what that means—party! Party!! Party!!! 

If you’re reading this, it means you are in charge of planning a party that sends the year off with a bang. But let’s be real: planning can sneak up on you, and before you know it, you’re searching for venues at the last minute, scrambling for snacks, and somehow, the champagne is warm. 

No need to panic—we are here to make sure you’re on top of everything, covering the big stuff and those tiny little details that always seem to slip through the cracks.

This checklist is your secret weapon for staying ahead of the game so you can enjoy the night instead of stressing over last-minute chaos. 

Let’s get started and line everything up for the most amazing New Year’s Eve party ever! Make sure you read to the end to get the bonus tips that always get overlooked.

3 Months Before the Party

📆Pick a Date and Time (Yep, That’s Important!)

All right, it’s time to make a decision. Obviously, most people go straight for New Year’s Eve, but you may want to avoid clashing with bigger events or other friends’ parties. Some of your guests might also travel to be with family right after Christmas or just before the New Year. So, hosting your party 2 or 3 days before or even earlier could be a smart move to avoid those conflicts.

Here are a couple more things to think about:

• Long weekends: If NYE lands near a weekend, some people might use the extra days to get away. So, hosting earlier could give you a better turnout.
• Work schedules: Not everyone gets a holiday break, so you might want to check in with your key guests to see if the 31st clashes with work plans. 
• Time of the day: Not every NYE party must happen at midnight. Some guests prefer brunch, lunch, or even afternoon tea, especially if they’re planning to celebrate with their family. It’s a great way to gather everyone without the late-night stress.

💡Pro tip: You can also host a New Year’s Eve party a few days after the big day or earlier in December. While it might not sound as exciting initially, it’s a great way to snag some deals and save money—plus, everyone is more likely to attend.

💰Create a Budget

This is an important part that shouldn’t be skipped, and it’s easier than you think. List the must-haves: venue, food, drinks, and decor. Then, set a spending limit for each. Don’t forget the extras like entertainment or party favors. 

Stick to what matters most, and don’t be afraid to DIY some things. Prioritize what’s most important for your guests. For instance, food and a private room at the venue might be key for a family gathering, while entertainment could take center stage for a corporate New Year’s Eve party.

💡Pro tip: Always allow some leeway for extras, as there may be last-minute party expenses. It’s better to be safe than sorry.

📑 Book a Venue (or use your space)

Don’t wait until the very last minute to book a venue! Venues fill up fast for NYE, so you should secure a space at least 3 months before your event. Ask yourself a few quick questions before finalizing your booking:

• What’s the vibe? Do you want to go all out with a rooftop or keep it casual with a small party venue?
• How many people? You don’t want a venue that’s too cramped or too empty. Get a rough idea of your guest list before picking a size. Ensure there is enough room in case more guests show up.
• Location—Do you want a venue in the city center or a quieter area without the hustle and bustle of the city? Do your guests have cars, and do they need parking facilities?
• Hosting at home? Make sure to clear enough space for guests to move around. Set up a designated area for drinks and food, and have enough seats for everyone. Remember to create a fun playlist, keep fragile items out of the way, and clean up after guests leave. Be sure that you’re allowed to play music late into the night.

If you’re unsure where to start, use this checklist to choose a venue. Once you’ve got a general idea, check out our listing and book one that suits your event best. It’s the fastest way to compare venues and get the best deals.

💡Pro Tip: Shortlist venues on Tagvenue months in advance by adding them to your favorites. This gives you time to discuss all your event requirements with venue managers and secure the best venues before spots fill up!

4-6 Weeks Before the Party

It’s time to get serious about who’s coming to your party. No need to stress. Just follow these easy steps.

📝Create a Guest List 

When arranging your guest list, don’t just think about numbers—think about group dynamics. You want a good mix of people that will vibe well together. Do you have a few friends that always kick off the dance party? Or those that keep the conversation going? Bring them in. But maybe think twice before inviting your friend who loves to start debates at midnight.

Prepare for uncertainties and add a “plus-one” option. If your venue is tight on space, you should limit how many extra guests can tag along, but if you’re planning a bigger bash, encourage plus-ones to keep the energy high.

Also, remember to include a cut-off date for RSVPs. Seriously, the last thing you want is people texting you the day before, asking if they can come when you’re already over capacity.

💡Pro tip: Ask about dietary restrictions upfront when people RSVP—this small touch can help you avoid last-minute stress when planning your food and drink options.

🎊Pick a Theme (If You’re Into That)

Themes are great for making your party feel more cohesive, but here’s a trick that people often forget: match your theme to your crowd and venue. For inspiration, check out our blog post on the greatest themes to rock every party in 2024 for ideas that’ll fit your space and vibe perfectly.

For instance, you can’t throw a ‘Roaring 20s’ party in a tiny apartment with everyone in Gatsby-style attire, which will feel a little cramped for the attendees.

Don’t just rely on the theme for decorations—use it to set the tone for the whole night. Let the theme influence your food options, drink menu, outfits, etc. If your theme is centered around a dance party, gather people who are into dancing, and make sure the venue has space for it. Or, if your party is more relaxed and cocktail-focused, seating arrangements and guest mingling should be a priority. 

One more thing. Communicate the theme clearly. A vague “dress nice” doesn’t help anyone, and you’ll have half your guests showing up in jeans. If you want people to get into it, give them a heads-up. A quick note in your invite or RSVP confirmation like, “Think glam and glitter for the dress code!” will set expectations.

Check out Pinterest for an amazing New Year’s Eve party theme. 

💡Pro tip: A helpful tip is to choose a venue that aligns with your theme, which can help you avoid overspending. Many spaces already have a theme for the occasion, so why not use that to your advantage?

2-3 Weeks Before: 

Now that the venue and guest list are handled, it’s time to discuss the essentials that will make or break your party—drinks, food, and entertainment. The magic happens in these details, so you don’t want to miss out on any.

🍻Plan for Drinks

Here’s the deal: stocking the bar isn’t just about grabbing a few bottles and hoping for the best. If you’re handling the drinks yourself, a good drinks strategy is what separates a good party from a great one.

• Know Your Crowd: Not everyone’s down for the heavy stuff, so make sure you’ve got something for everyone—beer, wine, cocktails, mocktails for those who don’t take alcohol, and fruit juice for the kids. Balance is key.
• Pre-Batch Some Cocktails: Save yourself (and your guests) from playing bartender all night. Pre-make some cocktail pitchers—like margaritas or sangria—so people can serve themselves. Need ideas? Check out the 30 best New Year’s Eve cocktails for some inspiration. This can also save you the cost of hiring a bartender.
• Ice, Ice Baby: Whatever amount of ice you think you need, double it. Trust me, running out of ice is a rookie mistake.
• Don’t Forget Mixers and Garnishes: People love options—tonic water, soda, fruit slices, and fresh herbs for garnishing. 

If the venue will be handling your drinks, remember to discuss and share these details with the venue manager. Let them know what you’d like to have on the menu.

Quick Drinks Checklist:

• Champagne (for midnight, of course)
• A variety of alcohol (beer, wine, spirits)
• Non-alcoholic options
• Mixers (soda, tonic, juice)
• Plenty of ice and garnishes

🍝Plan the Menu

Now, let’s talk food. People will drink, but ensuring your guests are well-fed is equally essential. We all know finger foods are the go-to, but don’t stop there. Take these details into consideration:

• Dietary Preferences: Check your guest list for allergies or dietary preferences. Make sure you’ve got something for everyone—vegan, gluten-free, you name it!  Including this information in the RSVP form is a good way to get it.
• Snack Stations: Setting up multiple food stations around the venue prevents crowding and keeps the party flowing. You can place a cheese board in one corner, sliders in another, and a sweet treats table by the bar. If you’re looking for inspiration, check out our fun dinner party theme ideas for adults’ blog post for creative ways to mix up your food spread!
• Late-Night Fuel: When the night hits that 1 AM mark, people will be hungry again. Plan for a ‘midnight munchies’ snack table—pizza slices, mini burgers, or even a donut wall will be a lifesaver.
• On a budget: Potluck style is a good option if you’re partying on a budget. Your guests can come with different dishes made in their homes and share. Here are 70 dinner ideas for a New Year’s Eve party.

Quick Food Checklist:

• Finger foods (sliders, cheese boards, etc.)
• Dietary-friendly options
• A late-night snack plan
• Napkins, plates, and utensils (you’d be surprised how often these are forgotten)

👬Create a Vendor List

Don’t get caught unawares; have a list of your vendors. This includes caterers, DJs, decorators, bartenders—anyone you’re hiring. Some venues even have a preferred vendors list, so they can recommend trusted people to make your job easier.

Gather their contact information in one place, confirm their arrival times, and make sure they know the schedule. If something goes sideways, you’ll have everything you need to reach out and fix it quickly. Trust me, having this list handy makes your life easier on the big day.  

🥳Book Entertainment

Entertainment can make or break the ambiance of any party. It’s not just about having music in the background. You need to make the whole experience memorable for you and your guests, particularly for corporate events, as it’s like rewarding the employees for their hard work.

• Sound Check: If you’ve hired a DJ or plan on using speakers provided by the venue, inform the manager about this early so they can plan for it and make sure it’s working. Last-minute tech issues can be a nightmare. Remember to add your DJ to your vendor list to share updates and follow up easily.
• Fun activities: Karaoke machine? Photo booth? Board games? These add-ons keep people engaged and entertained throughout the night. You can either book a venue that has these entertainment options on rent or move it to your event location.
• Countdown Plan: Don’t leave this to chance. Sync your countdown to the new year with the TV or a countdown app. Ensure everyone knows where to be for the big moment—a rooftop terrace or an outdoor space within the event venue.

💡Pro tip: Ensure you choose the right entertainment for your crowd. Plan kid-friendly activities, such as face painting, if you’ve got children in the mix. For a mixed crowd, aim for something that appeals to all ages, like a live band or a versatile DJ who can switch up the vibe.

1-2 Weeks Before the Party

🥳Sort Out Decoration

All right, you’re almost there. It’s time to focus on the details that make your party stand out. First off, decorations: Go beyond the usual. Balloons and sparklers are fun, but think about other things that will set the mood.

You can rent a disco ball or even get some LED lighting strips online that change color with the music. Candles arranged thoughtfully can add just the right amount of elegance (but safety first—no one wants to end the night with a fire!).

💡Extra Tips:

1. Décor in layers: Start with the essentials, like tables and seating, then add themed elements for party flair. This approach avoids cluttering the space.
2. Avoid overcrowding: Keep your decorations out of high-traffic areas so people aren’t tripping over stuff.
3. Scented candles: Be careful. Pick subtle scents if you use them. No one wants to party in a lavender cloud.
4. Make sure to check for any fire safety regulations or sound restrictions.

If you use a rental venue, remember to check their restrictions on decorations like confetti or wall hangers. There are also clubs and bars with appropriate lighting and decor, so you don’t have to spend on decorating again. Check out important tips on how to decorate a hired venue. 

🎶Prepare a Playlist

Music is a crucial part of a party. It can create an unforgettable atmosphere or completely destroy the mood.  So, set up your playlist now! And please—test those speakers. It’s the difference between a great party and an awkward hangout. If you’re going to use a Bluetooth speaker, have a backup plan, as it can die on you mid-party.

💡Pro tip: Why not invite your friends to add their favorite songs to the party playlist? This way, everyone can showcase their best dance moves!

⏳Finalize Your Countdown Plan

Everyone’s focus lands here,  so don’t mess it up! You need to have your countdown method sorted. Depending on your location, sync it up with a major TV stream like the Times Square Ball Drop or a live YouTube feed. If your internet is spotty, have a backup option. Apps are cool, but if the Wi-Fi crashes at 11:58 PM, there goes your big moment.

Also, use little extras: Maybe a projector? They’re great for projecting the countdown on a wall, adding a big event feel without the effort. Some event venues have large TV screens or projectors, so you can save money on that. Also, have your guests ready with party hats, noisemakers, or sparklers for the final 10 seconds—something as simple as that to add excitement to the moment.

Extra Tips:

1. Set an alarm: Not for midnight, but for 11:50 PM. This gives you time to gather everyone and get ready for the countdown.
2. Multiple screens: Have the countdown on more than one screen, especially if your venue has different rooms.
3. Photobooth near the countdown spot: You’ll want some “just before midnight” group shots, so position your photo area near the countdown.

3-5 Days Before the Party

✅Do a Final RSVP Check

Do a quick check-in with everyone who still needs to RSVP. A simple message like, “Hey, still on for New Year’s? Need to finalize numbers!” will do the trick. Once you know who’s coming, adjust your space. You may need an extra table or a few more chairs. Now’s the time to sort that out, not when people are awkwardly standing around.

Also, confirm your food and drink orders. If you’re hiring blank canva space for your event and sorting the food and drinks yourself, this is your grocery list moment—double-check that you’ve got enough champagne for midnight!

🎁Prepare Party Favors

This is the fun part that people usually forget. Get some little takeaways for everyone! Mini champagne bottles, sweets and chocolates in small packs, sparklers for the countdown, hats, and noisemakers—simple, cheap, but guaranteed to be loved by everyone. 

💡Pro tip: Have a “favor station” near the entrance so guests can grab something as they arrive or leave.

Day Before: Pre-Party Prep

Here’s what to do:

🏡Set Up Your Venue

This is where it all comes together. Get the decorations up, sort the lighting (remember to keep it fun, and if it’s corporate, keep it cool), and arrange your tables. Don’t forget little things like napkins and plates—nothing worse than running out mid-party. If you’ve got catering, confirm when they’re arriving and where they’ll set up. Trust me, knowing this now will save you many headaches later.

If the venue handles all of these, have a final call with the venue manager to review the plan. You can also visit the venue to check the layout and discuss what works best. Ensure they have every detail covered.

☑️Double-Check Everything

When double-checking, don’t just focus on the big stuff—look for those small details that can make or break the night. Check your RSVPs, make sure your venue is set up the way you want, keep up with your vendor’s list, and confirm the drinks and food menu. Also, test your sound system and have the countdown sorted. An early quick check means a smooth sailing party later.

Party Day

Today’s the day! You’ve done all the hard work. Now it’s time to bring it all together and have a great time.

⏰Last-Minute Touches

Get to the venue a bit early. This gives you time to make sure everything is set up before anyone arrives. Walk around and make sure the space looks just how you imagined it.

💃🏼Enjoy Yourself

Now, breathe. You’ve got this. Everything is in place, the guests are about to arrive, and your only job now is to have fun!

• Be the first to grab a drink: Nothing says “the party’s started,” like the host having a great time. It sets the tone for everyone else.
• Keep an eye on the vibe: Is the music too loud? Do people have drinks? Don’t stress too much, but do small check-ins as the night goes on to make sure everything’s going as it should.
• Socialize and have fun: Remember, this is your party too! Mix and mingle, dance, take pictures, and enjoy the night. You’ve earned it.

After all your planning, now’s your moment to relax, party, and bring in the new year surrounded by good people, great music, and the perfect setting you pulled together.

Bonus Tips That Always Get Overlooked

1. Bring Extra Toiletries: No one usually thinks about this, but it’s important! Make sure the bathroom is well-stocked with essentials like toilet paper and soap. If your venue will have those sorted, consider keeping some breath mints in your bag for guests to freshen up and some extra pads for the ladies.
2. Set Up Phone Charging Stations: New Year’s Eve means many selfies, videos, and social media posts. Set up a charging station with extra cords so no one’s phone dies before the ball drops.
3. Ensure There is a Storage Space: Guests will be coming with winter coats, and having a designated space for them keeps things tidy. Designate a room or corner for coat storage.
4. Have a Plan for Pets: If you have pets and are hosting at home, make sure you’ve considered their needs. A loud party might stress them out, so set up a quiet space away from the party room.
5. Plan for After-Party Transport: Help your guests get home safely. Share local cab numbers, rideshare info, or nearby hotel suggestions. You could even set up a designated driver plan.
6. Prepare Trash Bags and Recycling Bins: Have plenty of trash bags and recycling bins in visible areas during the party, and encourage everyone to toss their empty bottles and plates to minimize mess. This can save you a ‘clean-up fee.’

You’ve Got This, Now Party Like a Pro!

You’re all set! You’ve picked the perfect venue, the drinks are ready, and the countdown is sorted. Now? Enjoy it. Don’t get caught up in the tiny details once your party begins. You’ve done the hard part, so let the party do its thing.

Make sure you’re not stuck handling every little task. Delegate! Let someone else deal with the midnight snacks or restock the champagne. Your job now is to have fun with your guests and soak in the night. Here’s a good guide for New Year’s Eve party theme ideas!

And here’s one last reminder: If you haven’t booked your venue yet, browse our top picks. You’ll lock in the spot that fits your vibe and get that sorted fast so you can focus on the fun stuff.