What you need for alumni drinks

For alumni drinks, plan for people to arrive, register, mingle and stay for a few hours. Your shopping list needs more than drinks: name badges, serving items, coffee equipment, ice and a clear way to handle dietary requirements all affect the flow of the evening. Buy shelf-stable snacks early, chill drinks before guests arrive and check that you have enough glasses for overlapping rounds. Use the final registration count to adjust quantities, then add a small buffer for late confirmations and unexpected guests.

Organize this event for free with Lizzt

What to bring

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

Furniture

High tablesqty 10
Long tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Coat racksqty 3
Waste binsqty 6

Tableware

Wine glassesqty 100
Beer glassesqty 80
Water glassesqty 100
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 80
Spoonsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 3
Measuring cupsqty 2
Ice spoonsqty 2
Bottle openersqty 4
Corkscrewsqty 3
Thermos flasksqty 4

Decorations

Name badgesqty 100
Name card holdersqty 100
Tableclothsqty 12
Balloonsqty 80
Balloon pumpqty 2
Buntingqty 8
Flower arrangementsqty 6
Directional signsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Extension cordsqty 6

Cleaning

Microfiber clothsqty 12
Spongesqty 8
Washing-up tubsqty 3
Litter pickersqty 2

Catering

Serving dishes for allergensqty 4
Drink cratesqty 8
Water jugsqty 8
Menusqty 12
Allergen cardsqty 20
Serving traysqty 10
Serving traysqty 6
Coffee spoonsqty 80
Drink dispensersqty 3
Thermo boxesqty 2
Ice packsqty 20
Groceries
- Coffee beans - 3 kilo
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Whole milk - 8 liters
- Oat milk - 5 liters
- Semi-skimmed milk - 4 liter
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- sparkling water - 12 bottles
- Still water - 16 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Fresh mint - 6 bunches
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 kilos
- Cashews - 3 kilos
- Green olives - 3 jars
- Black olives - 3 jars
- Salted breadsticks - 6 bags
- Toast squares - 10 packs
- Baguettes - 12 pieces
- Mini wraps - 8 packs
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Gouda cheese - 3 kilos
- Vegan cheese - 1 kilo
- Young cheese - 2 kilos
- Parma ham - 1 kilo
- Salami - 1 kilo
- Smoked chicken breast - 1 kilo
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Apples - 4 kilos
- Mini quiches - 160 pieces
- Mini meatballs - 160 pieces
- Vegetarian samosas - 120 pieces
- Vegan falafel - 100 pieces
- Gluten-free crackers - 6 packs
- Gluten-free wraps - 4 packs
- Mustard - 2 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Sweet chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Include water alongside alcoholic and non-alcoholic options.
Buy or reserve enough glassware for one full round plus roughly 20% extra: wine glasses, beer glasses and water glasses are easy to run short of when used glasses are not washed during the event.
Allow one plate, fork and napkin per guest for the buffet, plus 10% extra. Serving platters and serving utensils should be separate from the eating equipment so guests do not leave with the only serving spoon.
For coffee, provide one cup per expected coffee drinker and enough hot-water capacity for the busiest 30-minute period. Check coffee machines, kettles, cups, spoons and extension cords before delivery day.
Keep ice, coolers and bottle openers at the drinks station rather than at the registration table. Put scissors, name badges, the attendance list and spare stationery together before setup so registration does not depend on a last-minute shop run.

Frequently asked questions

How many drinks should I buy for alumni drinks?: For a two-hour event, allow about three to five drinks per person, including water and non-alcoholic choices. Add 10% extra if attendance is uncertain or guests are travelling a long way.
How many glasses do I need for an alumni drinks reception?: Start with one glass per guest for each drink type served, then add around 20% extra. For 80 guests, that means about 96 wine glasses, beer glasses and water glasses if all three are offered at the same time.
How much ice do I need for alumni drinks?: Allow roughly 0.5 to 1 kilogram of ice per guest for a drinks reception, depending on how many drinks are served chilled and whether ice is used in the glasses. Keep additional ice in coolers so the drinks station can be replenished.
When should I buy and chill drinks for alumni drinks?: Buy shelf-stable drinks and snacks several days ahead, after the registration numbers are stable. Chill the drinks at least 6 to 8 hours before guests arrive, and check refrigerated storage and coolers the day before.

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.