What to buy for an alumni evening

An alumni evening needs more than food and drinks. You will also need a complete coffee service, buffet equipment, glassware, registration furniture and a way to show the presentation. Use this list to check what must be bought, borrowed or collected before guests arrive. Pay particular attention to items that are easy to overlook, such as coffee spoons, serving trays, coat storage and enough water glasses for the full programme.

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

Tips

Plan tableware for every registered guest, plus a small buffer of about 10% for breakages, spills and late additions. Count dinner plates, dessert plates, forks, knives, coffee cups and glasses separately.
For a coffee break, allow one coffee cup and spoon per guest, then add 10% extra. Check that you have enough coffee machines, kettles and thermos flasks to serve everyone without a long queue.
Prepare the buffet equipment before shopping for fresh produce. Serving platters, trays, spoons and tongs are often forgotten because they are not part of the food order.
Set aside drinks and chilled items in coolers before the venue opens. Do not rely on the venue having enough refrigeration space for all wine, water and other refreshments.
If the evening includes a presentation, test the projector at least one day in advance and bring the presentation on two separate storage devices. A projector that works at home may still need a different connection at the venue.

Frequently asked questions

What tableware do I need for an alumni evening?: Count one dinner plate, dessert plate, fork, knife, coffee cup and water glass per guest, then add around 10% extra. Add wine glasses if wine is being served and keep serving platters and spoons separate from guest tableware.
How much coffee equipment do I need for an alumni evening?: Plan one coffee cup and spoon per guest, plus 10% spare. The number of coffee machines and kettles depends on capacity, but provide enough equipment to serve the expected group within 15 to 20 minutes.
What do people usually forget for an alumni evening?: Commonly missed items include coffee spoons, serving trays, water glasses, coat storage and coolers. Check these at least 24 hours before the event, when there is still time to borrow or buy replacements.
When should I buy food and drinks for an alumni evening?: Buy shelf-stable drinks, tableware and serving equipment 3 to 5 days beforehand. Collect fresh produce and other perishable items on the day itself or no more than 24 hours before the event.