What you need for an alumni event

An alumni event needs more than food and drinks. Plan for arrivals, name badges, buffet service, coffee, dietary requirements and a short presentation or speech. Use this shopping list to check that you have enough tables, chairs, glasses, serving equipment and technical gear for the full guest count. Order catering and hire furniture early, then chill drinks and separate special-diet meals before guests arrive.

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What to bring

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

Furniture

Cocktail tablesqty 10
Beer tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Clothes racksqty 2

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 80
Forksqty 100
Knivesqty 100
Spoonsqty 80

Kitchen

Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Projector
Projection screen
Power stripsqty 6
Extension cordsqty 6

Decorations

Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 12
Flower arrangementsqty 8
Alumni bannersqty 3
Balloon archesqty 2
Welcome sign

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 16 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Bubbles - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Hummus - 1 kilogram
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Herb cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Celery - 6 bunches
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Olives - 8 jars
- Sun-dried tomatoes - 6 jars
- Wraps - 10 packs
- Falafel - 3 kilograms
- Mini quiches - 120 pieces
- Meatballs - 120 pieces
- Vegetarian snacks - 80 pieces
- Dipping sauce - 8 tubs
- Mixed salad - 6 kilograms
- Pasta salad - 6 kilogram
- Potato salad - 5 kilograms
- Vegan salad - 4 kilograms
- Sandwiches for dinner - 100 pieces
- Herb butter - 12 tubs
- Brownies - 80 pieces
- Mini fruit tarts - 80 pieces
- Vegan pastries - 20 pieces
- Gluten-free pastries - 12 pieces
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs

Tips

Plan tableware for every course and drink: include water glasses, wine glasses, coffee cups, plates, dessert plates, forks, knives and spoons, plus a small buffer of around 10% for breakages and late additions.
For a buffet, allow one serving tray and serving spoon per main dish, and prepare separate labels and utensils for dietary meals. Keep food warmers ready if hot dishes will stand out for more than 20 minutes.
Set up a registration desk with the final guest list, name badges and enough space for coats. A clothes rack near the entrance prevents the reception area from becoming crowded during the first 15 minutes.
For drinks, provide coolers and ice before guests arrive rather than relying on the venue refrigerator. As a starting point, plan two to three drinks per person for the first hour, then one to two per hour afterward.
Check presentation equipment at least one day in advance: test the laptop, projector, projection screen, mixer, active speakers and wireless microphones together. Keep the presentation file on the laptop and bring a backup copy on a separate drive.

Frequently asked questions

How much glassware do I need for an alumni event?: Plan at least one water glass and one wine glass per guest, plus 10% extra. If drinks are served continuously and there is no dishwasher, increase the stock to two glasses of each type per guest.
How many chairs and tables are needed for an alumni event?: Provide one chair for every seated guest, with two to four spare chairs for late arrivals or volunteers. Use cocktail tables for standing conversations and buffet tables for food; the exact number depends on the room layout and guest count.
How early should I order catering for an alumni event?: Confirm the catering order at least 7 days before the event, including the final guest estimate and dietary requirements. Recheck the confirmed quantity 48 hours beforehand and label special-diet meals separately on arrival.
What equipment is needed for an alumni event presentation?: Prepare a laptop, projector, projection screen, mixer, active speakers and wireless microphones. Test every connection at least 24 hours before the event and allow 30 minutes on the day for setup and a sound check.

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.