What you need for a farewell to the alderman
A farewell for an alderman usually combines a reception, speeches, a meal and a photo presentation, so your shopping list needs to cover more than food and drinks. Plan tableware for every course, separate coffee service, chilled drinks, serving equipment and the technical setup for microphones and slides. Check dietary requirements before confirming the menu, and buy or borrow supplies early enough to test the equipment and chill drinks before guests arrive.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch several hours ahead and keep a second batch ready in coolers.
- Count dinner plates, dessert plates, forks and knives against the confirmed guest list, then add 10% spare items. Include separate glasses for water and wine rather than expecting guests to reuse one glass.
- For coffee service, prepare one cup per guest plus 10% extra, with coffee spoons, kettles or coffee machines and thermos flasks. Check the power needs of the machines before setting up the buffet.
- The speeches and photo presentation need more than a laptop: check the sound system, wireless microphones, speakers, projector, screen, extension cords and power strips at least one day before the farewell.
- Buy or arrange the gift and card early enough to collect signatures before the event. Name badges, printed programs and route signs are easy to leave until the last minute, so prepare them together once registrations are confirmed.
Frequently asked questions
- How much food and drink do I need for a farewell to the alderman?
- Base the catering order on the confirmed guest count and add about 10% for late changes and seconds. For drinks, plan two to three per person in the first hour and around one per person per hour afterwards.
- How many plates and glasses should I buy for the farewell?
- Count each confirmed guest for dinner plates, dessert plates, water glasses and wine glasses, then add 10% spare items. For 80 guests, that means planning for roughly 88 of each frequently used item.
- When should I prepare the microphones and projector?
- Test the complete setup at least one day before the event, including the laptop, projector, screen, speakers, wireless microphones, extension cords and power strips. Repeat a short sound and slide check 60 minutes before guests arrive.
- When should I chill drinks for the alderman’s farewell?
- Start chilling drinks several hours before the reception, depending on the quantity and cooling space available. Keep coolers ready for backup stock so warm bottles do not have to be added during the speeches.