After-work drinks checklist: what to arrange and when

After-work drinks are easiest to run when the practical details are settled before guests arrive. Confirm the venue and reservation first, then collect registrations and dietary requirements before planning drinks, snacks, seating, and the schedule. On the day, chill drinks early, check the toilets and sound, and set up the check-in desk before opening the venue. This checklist covers the full sequence, including the small jobs that are often left too late.

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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
Confirm reservation
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Create the program and schedule
Coordinate deliveries
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Set up non-perishable supplies
Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the buffet
3 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Test sound
2 people
Hang decorations
2 people
Set up the check-in desk
Check toilets
Briefing for reception team
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Register attendance
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Collect glasses and tableware
2 people
Empty trash bins
Restock coffee and tea
See guests off
2 people

Aftercare

Pack leftover food
2 people
Clear away drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean floor and surfaces
2 people
Take out the trash
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

High tablesqty 6
Chairsqty 30
Coat racksqty 2
Check-in desk

Tableware

Water glassesqty 70
Wine glassesqty 60
Beer glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Small bowlsqty 12

Equipment

Coolersqty 4
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Coffee maker
Kettlesqty 2

Kitchen

Bottle openersqty 3
Corkscrewsqty 2
Pouring jugsqty 4
Serving utensilsqty 12
Cutting boardsqty 3
Chef's knivesqty 3

Decorations

Buntingqty 6
Table decorationsqty 6
LED candlesqty 12
Name badgesqty 60
Markersqty 6

Lighting

String lightsqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpan and brushqty 2
Reusable clothsqty 12
Cleaning glovesqty 4

Catering

Groceries

Tips

Send invitations early enough to confirm numbers, then close registrations before buying drinks and snacks. A final headcount makes it easier to decide how many chairs, glasses, plates, and servings you need.
Chill drinks several hours before guests arrive, not when setup begins. Keep coolers ready and place bottle openers, corkscrews, pouring jugs, and serving utensils where the reception or buffet team can reach them.
Set up high tables, chairs, coat racks, and the check-in desk before opening the venue. Leave a clear route between check-in, drinks, buffet, and toilets so arrivals do not create a queue.
Test portable speakers, the microphone, extension cords, and power strips during setup. Do this before guests arrive, while there is still time to replace a cable or change the room layout.
Prepare coffee and tea as a separate station and check it shortly before opening. Put water glasses, wine glasses, beer glasses, small bowls, plates, and cutlery out before the first guests arrive, rather than during the busiest part of reception.

Frequently asked questions

How far in advance should I organise after-work drinks?: Confirm the date, location, and reservation at least 3 to 4 weeks ahead. Send invitations soon after, then set a registration deadline about 7 days before the event so you can confirm numbers and dietary requirements.
When should I buy and chill drinks for after-work drinks?: Do the shopping 1 to 2 days before the event and chill the drinks on the day, several hours before guests arrive. Keep extra drinks in coolers and check that you have enough glasses and bottle openers before setup starts.
How many drinks should I plan per person for after-work drinks?: For the first hour, plan on 2 to 3 drinks per person, then around 1 drink per person per hour. Add water and allow for guests who choose coffee or tea instead of alcoholic drinks.
When should I set up the venue for after-work drinks?: Start venue setup at least 2 hours before guests arrive. Use that time to check the room and toilets, arrange tables and chairs, set up the buffet and check-in desk, test sound, and complete the reception briefing.

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