What you need for a company drinks reception

A company drinks reception needs more than bottles and snacks. Plan drinks, servingware, chilled storage and enough food for guests who may stay for several hours. Use the confirmed guest count to calculate quantities, then add a small buffer for late arrivals and second servings. Check dietary requirements before buying food, and arrange deliveries or collection early enough to keep drinks cold and the buffet ready on time.

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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
- Beer - 120 bottles
- Non-alcoholic beer - 30 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Cola - 12 liters
- Cola Zero - 12 liters
- Sinas - 6 liters
- Tonic water - 6 liter
- Ginger ale - 4 liters
- Spa Blauw - 24 liter
- Spa Rood - 12 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Coffee - 2 kilograms
- Tea - 100 bags
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee biscuits - 4 packs
- Baguettes - 10 pieces
- Toast rounds - 8 packs
- Crackers - 6 packs
- Butter - 500 grams
- Brie - 1 kilogram
- Young cheese - 1,5 kilogram
- Cream cheese - 750 grams
- Hummus - 1 kilogram
- Olives - 1 kilogram
- Grapes - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Cucumbers - 6 pieces
- Carrots - 2 kilogram
- Bell peppers - 12 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Party nuts - 3 kilograms
- Snacks - 6 bags
- Mini spring rolls - 4 kilograms
- Mini quiches - 4 kilograms
- Bitterballen - 5 kilogram
- Vegetarian bitterballen - 2 kilograms
- Mustard - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Lemon mayonnaise - 1 jar
- Napkins - 250 pieces
- Paper tablecloths - 10 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 20 kilograms
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Include water throughout, not just alcoholic options.
Buy food by planned serving size rather than by tray count. For a drinks reception with no full meal, allow roughly 6–8 savoury bites per guest for two hours, plus extra for dietary alternatives.
Plan one drinking glass per guest plus at least 10% spare. Keep separate quantities for wine, beer and water glasses so guests are not waiting while used glasses are washed.
Chill drinks at least 4–6 hours before guests arrive. Use coolers and ice for service, and keep unopened bottles in reserve so the buffet does not run dry.
Set aside coffee, tea, cups, plates, cutlery and serving utensils before the reception starts. These are often remembered after the drinks are already laid out, especially when the event runs past the planned end time.

Frequently asked questions

How many drinks do I need for a company drinks reception?: For the first hour, plan two to three drinks per guest. Add one drink per guest for every further hour, then include around 10% extra for uneven consumption and late arrivals.
How much food should I buy for a drinks reception?: If no full meal is served, allow about 6–8 savoury bites per guest for a two-hour reception. Add separate portions for dietary requirements rather than assuming guests will share the standard options.
How many glasses do I need for a company reception?: Start with one glass per guest for each main drink type, plus at least 10% spare. If there is no glass-washing service, increase the total to cover guests reusing or changing glasses during the reception.
When should I buy and chill drinks for a company drinks reception?: Buy non-perishable items several days ahead and arrange fresh food close to the event. Chill drinks at least 4–6 hours before guests arrive, with ice and backup stock ready before setup begins.

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