Anniversary networking drinks checklist

Use this checklist to organise anniversary networking drinks in the right order, from confirming the room and sending invitations to setting out drinks and serving platters. It covers the details that are easy to leave until the last minute: dietary information, allergen labels, name badges, chilled drinks, glassware and a working coffee station. Allow time for guest confirmations and for preparing food before guests arrive, so the reception table and bar are ready when the first people walk in.

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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 the venue and setup
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations and dietary requirements
Send reminder to guests
Check the shopping list
Buy drinks and groceries
2 people
Check glasses and tableware
2 people
Prepare name badges
2 people
Print allergen cards
Compile the music playlist
Charge speaker and cables
Store drinks refrigerated
2 people
Wash fruits and vegetables
2 people
Prepare bakery products
2 people
Prepare snacks and serving boards
3 people
Set up tables
3 people
Set up chairs and standing tables
3 people
Set up the reception table
2 people
Hang decorations
2 people
Set out crockery and glassware
2 people
Set up the coffee and tea station
2 people
Place drinks at the bar
2 people
Serve appetizers
3 people
Test sound and lighting
2 people
Check the cloakroom and toilets

Event

Receive and register guests
2 people
Serve welcome drinks
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Replenish the buffet and tables
2 people
Check toilets periodically
Empty trash bins during the event
Serve the last round of drinks
2 people
See off guests
2 people

Aftercare

Store food and drinks safely
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash glasses and tableware
3 people
Clean the bar and kitchen
3 people
Clean floors and toilets
2 people
Sort and remove waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 4
Coat racksqty 2

Tableware

Wine glassesqty 80
Water glassesqty 80
Beer glassesqty 70
Platesqty 80
Coffee cupsqty 60
Cutlery setsqty 80
Serving traysqty 10
Serving plattersqty 12

Kitchen

Serving spoonsqty 8
Serving tongsqty 8
Corkscrewsqty 3
Bottle openersqty 4
Serving jugsqty 6
Ice spoonsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Name badgesqty 80
Tableclothsqty 8
Balloonsqty 60
Balloon ribbonqty 2
Flower arrangementsqty 6
Welcome sign

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Dish brushesqty 3
Tea towelsqty 12

Catering

Groceries

Tips

Send invitations early enough to collect replies and dietary requirements before shopping. Confirm both details with guests once the attendee list is stable, rather than relying on assumptions at the door.
Prepare name badges and allergen cards before event day. Printing and sorting them in advance prevents a queue at the reception table and makes dietary information visible beside the relevant food.
Check glassware by type, not just total quantity. Count wine, water and beer glasses separately, and include coffee cups, plates, cutlery, serving trays and bottle openers in the same check.
Chill drinks before guests arrive and keep backup drinks in cool boxes if refrigerator space is limited. Put water where it is easy to reach, not only beside the alcoholic drinks.
Build in setup time for the reception table, tables, chairs, standing tables, decorations, speaker cables and the coffee and tea point. Test the Bluetooth speaker and charge equipment before the room is dressed.

Frequently asked questions

How far in advance should I send anniversary networking drinks invitations?: Send invitations at least 3 to 4 weeks before the event. Set a reply deadline around 10 to 14 days before the drinks, leaving time to confirm attendance, dietary requirements and quantities.
When should I collect dietary requirements for networking drinks?: Ask for dietary requirements with the invitation and close responses 10 to 14 days before the event. Confirm the final list with guests before buying food and print allergen cards before setup begins.
How early should drinks be chilled before anniversary networking drinks?: Chill drinks at least 4 to 6 hours before guests arrive, depending on the drink and your storage space. Move backup bottles into cool boxes before setup so the bar does not run out of cold options.
When should I prepare name badges and the reception table?: Prepare and sort name badges 1 to 2 days beforehand. Set up the reception table, welcome sign and badges before guests arrive, with enough time to test the registration flow and avoid an entrance queue.

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.