Business networking drinks checklist

Use this checklist to organise business networking drinks in a clear order, from booking the venue to welcoming the first guests. The tasks cover invitations, registrations, dietary requirements, catering, room setup, name badges, music and drinks. Plan the final setup so chilled drinks, glasses and the registration desk are ready before people arrive. Small details such as extension cords, serving utensils and enough badge holders are easy to miss when the focus is on networking.

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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

Reserve venue
Draft invitations
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Order catering
Create a music playlist
Prepare name badges
2 people
Check deliveries
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Prepare snacks
3 people
Set out tableware
2 people
Set out name badges
2 people
Hang decorations
2 people
Test music and lighting
2 people
Set up registration desk
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove decorations
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Tall cocktail tablesqty 8
Buffet tablesqty 3
Chairsqty 40
Stoolsqty 20
Table skirtsqty 8

Tableware

Wine glassesqty 60
Beer glassesqty 60
Highball glassesqty 60
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Small bowlsqty 12

Kitchen

Corkscrewsqty 3
Bottle openersqty 4
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 4
Ice containersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Name badge holdersqty 50
Welcome sign
Balloonsqty 80
Balloon ribbonqty 2
Flower arrangementsqty 6

Lighting

Atmospheric lighting setsqty 4

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Dish brushesqty 3
Hand soap dispensersqty 3
Towel dispensersqty 3

Catering

Groceries

Tips

Send invitations early enough to process registrations and confirm attendance before ordering catering. Collect dietary requirements with the registration so the caterer can prepare suitable options rather than solving this at the buffet.
Allow at least 60–90 minutes before guest arrival for opening the venue, checking rooms, arranging cocktail tables and chairs, and setting up the buffet and registration desk.
Chill drinks before the event and keep backup bottles in coolers or ice containers. Place wine glasses, beer glasses and highball glasses where they will be used, with corkscrews and bottle openers nearby.
Prepare name badges before doors open and arrange them at the registration desk in an easy-to-scan order. Keep spare name badge holders available for late registrations or damaged badges.
Test the Bluetooth speakers, music playlist, lighting and power connections during setup, not when guests are arriving. Check extension cords and power strips so the equipment does not compete with coffee machines or kettles for one outlet.

Frequently asked questions

How far in advance should I send invitations for business networking drinks?: Send invitations about 3–4 weeks before the event, then allow at least 7 days for replies. Confirm registrations and dietary requirements before placing the catering order.
How long does it take to set up business networking drinks?: Allow 60–90 minutes for the final setup, depending on the venue. This covers tables, chairs, buffet service, drinks, name badges, decorations, music, lighting and the registration desk.
What should be ready before guests arrive at networking drinks?: Have the registration desk, name badges, welcome sign, chilled drinks, glasses, snacks and buffet table ready before doors open. Test the speakers and lighting at least 30 minutes before the first arrival.
How do I organise name badges for a networking drinks event?: Prepare one badge for every confirmed guest and keep spare holders for last-minute changes. Sort the badges alphabetically or by registration list so each guest can be checked in within 1–2 minutes.

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.