Company drinks reception checklist

A company drinks reception needs more coordination than simply putting drinks on a table. Confirm the venue, guest numbers and budget first, then work through invitations, dietary requirements, catering, drinks and equipment. The final week is when forgotten details cause problems: deliveries, name badges, chilled storage, coffee supplies and a tested speaker all need an owner. Use this checklist to keep preparation in the right order and make setup manageable on the day.

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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 date and location
Set the budget and guest list
2 people
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Plan drinks and supplies
2 people
Arrange deliveries and reservations
Create final guest list
Give the diet list to the kitchen
Prepare the program and welcome
Assemble the music playlist
Prepare name badges
Do the shopping
2 people
Store drinks refrigerated
2 people
Prepare snacks
3 people
Cut vegetables and fruit
2 people
Set out dips and sauces
Set up the coffee and tea station
2 people
Set up tables and chairs
3 people
Set up buffet tables
2 people
Set out dishes and glasses
2 people
Hang up decorations
2 people
Test the lighting
Test the music and speaker
Set out name badges
Arrange snacks on platters
3 people
Chill drinks
2 people
Set up welcome desk
Check venue and toilets
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
Serve coffee and tea
2 people
Empty trash bins
Collect Dirty Glasses
2 people
Farewell and final round
2 people

Aftercare

Store leftovers safely
2 people
Wash dishes and glasses
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Switch off equipment
Thoroughly clean the venue
3 people
Dispose of waste
2 people
Return supplies
Return borrowed materials
2 people
Handle deposit and packaging

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 3
High tablesqty 6

Tableware

Water glassesqty 60
Wine glassesqty 60
Beer glassesqty 60
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6
Carafesqty 8

Equipment

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

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Ice cube traysqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Table decorationsqty 8
Name badgesqty 60

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Waste binsqty 5
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the reception. Use the final guest list to confirm catering quantities, dietary requirements, name badges and the number of glasses needed.
Plan drinks by time, not just by headcount. For the first hour, allow roughly 2–3 drinks per guest, then add water, coffee and tea for the rest of the reception.
Schedule deliveries and shopping no later than the day before. Chill drinks in advance and check that coolers, serving platters, jugs and enough tableware are ready before guests arrive.
Finish food preparation in stages: cut vegetables and fruit, prepare dips and sauces, and set out snacks close to opening time. Keep the dietary list with the kitchen or serving team rather than relying on memory.
Allow at least 60 minutes for room setup and 30 minutes for technical checks. Test the Bluetooth speaker, extension cords, power strips and lighting before placing buffet tables and decorations.

Frequently asked questions

How far in advance should I send company drinks reception invitations?: Send invitations 3–4 weeks before the reception and set the response deadline 7 days before it. That gives you time to process registrations, chase missing replies and produce a reliable final guest list.
How many drinks do I need for a company drinks reception?: Allow about 2–3 drinks per person during the first hour, then adjust for the planned length of the reception. Include water throughout and provide coffee and tea so guests have non-alcoholic options.
When should I collect dietary requirements?: Ask for dietary requirements when guests register and close the list at least 7 days before the event. Give the final list to the kitchen or catering team before shopping and food preparation begin.
How long does it take to set up a company drinks reception?: Allow at least 60 minutes for tables, chairs, buffet stations, glasses, food and decorations. Reserve another 30 minutes for testing the speaker, lighting and power connections before the first guest arrives.

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