Business dinner checklist: what to arrange and when

A business dinner depends on more than a confirmed menu. You need the guest list, dietary requirements, seating plan, printed materials, tableware, equipment and room setup to line up at the right time. Start with the venue and invitations, then confirm suppliers and registrations before preparing food and setting the tables. This checklist gives you a practical order for arranging the dinner, including details that are easy to leave until the last minute.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Confirm the catering menu
2 people
Confirm supplier agreements
Create the table layout
Create place cards
Print menus
Print attendance list
Do the shopping
2 people
Chill drinks
2 people
Wash vegetables
2 people
Prepare dessert
2 people
Check tableware
Inspect venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set tables
3 people
Set up decorations
2 people
Set up registration desk
Test the equipment
2 people
Prepare snacks
2 people
Prepare dinner
3 people
Set up the reception desk

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Register attendance
Serve snacks
2 people
Escort guests to their table
2 people
Serve starter
3 people
Serve the main course
3 people
Refill drinks
2 people
Serve dessert
3 people
Serve coffee and tea
2 people
Say goodbye to guests
2 people

Aftercare

Collect tableware
3 people
Sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
2 people
Return materials
2 people
Clear away leftover groceries

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Buffet tableqty 2
Registration desk
Clothing rack

Tableware

Dinner platesqty 36
Deep platesqty 36
Dessert platesqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 40
Coffee spoonsqty 36
Dinner cutlery setsqty 40
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Food warmersqty 4
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Microphone
Speakerqty 2
Name stickersqty 40
Pensqty 10

Decorations

Table runnersqty 5
Tealight holdersqty 20
LED tea lightsqty 20
Flower arrangementsqty 5
Place card holdersqty 36
Menu standsqty 5

Cleaning

Waste binsqty 4
Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect dietary requirements as registrations come in, not a few days before the dinner. Give the caterer one final, dated list so vegetarian, allergy-related and other meal needs are not missed.
Create the table layout and place cards before setting the tables. Print the attendance list, menus and place cards together, then check every name against the latest registrations.
Inspect the venue before delivery or setup day. Check that there is space for tables, chairs, a buffet table, registration desk and clothing rack, and identify outlets for the coffee maker, kettles and sound equipment.
Check tableware by counting complete place settings, not individual items. For each guest, allow a dinner plate, cutlery set, water glass and wine glass, then add the required deep and dessert plates and coffee cups.
Prepare the drinks and hot-service equipment in stages. Chill drinks before guests arrive, test the microphone and speaker during setup, and fill thermos flasks only after the coffee and kettles are ready.

Frequently asked questions

How far in advance should I send business dinner invitations?: Send invitations at least 3 to 4 weeks before the dinner so guests have time to register and share dietary requirements. Close registrations several days before the event, then send the final numbers to the venue and caterer.
When should I confirm the business dinner menu?: Confirm the menu and dietary alternatives 7 to 10 days before the dinner. Recheck the final guest count and special requirements 2 to 3 days beforehand so the caterer can prepare the correct quantities.
How many place settings do I need for a business dinner?: Prepare one complete setting per confirmed guest, including the planned plates, cutlery, water glass and wine glass. Count everything at least 2 days before setup and keep a small buffer of 2 to 4 extra settings if the venue allows it.
When should I set up the room for a business dinner?: Complete the room inspection and major furniture setup several hours before guests arrive. Set tables, decorations, registration materials and technical equipment early enough to leave at least 60 minutes for testing and corrections.

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.