Alumni drinks checklist: what to arrange and when

Alumni drinks run smoothly when registration, catering and room setup are handled in the right order. Confirm the date and venue first, then open registration and collect dietary requirements before booking food and drinks. In the final week, confirm speakers, guests and the schedule, print name badges and send the final participant email. On the day, leave time to chill drinks, receive deliveries and check lighting, power and the registration table before guests arrive.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set a registration deadline at least 7 days before the drinks. Use the final list to confirm numbers with catering and to prepare name badges and the attendance list.
Send the first invitation as soon as the date and location are confirmed, then send a reminder 3 to 5 days before the event. Include the registration link in both messages.
Check dietary requirements before placing the catering order, not after delivery. Keep the final participant count and any changes together for the caterer and registration desk.
Plan the room setup at least 2 hours before guests arrive. Put high tables and chairs in place first, then arrange buffet tables, the registration table, coat racks and waste bins.
Test the microphone, Bluetooth speaker, lighting and power connections during the venue inspection. Keep extension cords and power strips clear of walkways, and chill drinks before setting out glasses.

Frequently asked questions

How far in advance should I send alumni drinks invitations?: Send invitations as soon as the date and location are confirmed, preferably 3 to 6 weeks before the event. Close registration about 7 days beforehand so catering and name badges can be finalised.
When should I book catering for alumni drinks?: Book catering after registration has opened and you have an initial headcount, ideally 2 to 3 weeks before the event. Confirm the final number and dietary requirements at least 7 days before serving.
How early should I set up the venue for alumni drinks?: Allow at least 2 hours for setup. This covers tables and chairs, buffet and registration tables, name badges, deliveries, decorations, lighting and a sound check.
How many drinks should I plan per alumnus?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add water, coffee and tea, and keep extra glasses and bottle openers available at the service points.