Friday afternoon drinks checklist

Use this checklist to organise a relaxed Friday afternoon drinks without leaving the awkward details until the last minute. Start with the room, invitations and dietary information, then confirm numbers before buying drinks and food. On the day, allow time to chill bottles, prepare snacks, arrange the buffet and set up coffee, tea and waste stations. The plan also covers practical details such as glasses, power, lighting, toilets and welcoming guests.

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

Reserve a room
Send invitations
Process registrations
Collect dietary requirements
Send the final notification
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set dietary options aside
Set out coffee and tea
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the buffet
2 people
Set up the bar
2 people
Hang decorations
2 people
Connect the music
Check the lighting
Set out dishes and glasses
2 people
Place waste stations
Check toilets
Set up the reception desk

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill buffet
2 people
Collect tableware
Empty trash bins
Check toilets periodically
Serve the last round
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Collect waste
2 people
Wash dishes
3 people
Put furniture back
3 people
Remove decorations
2 people
Switch off equipment
Clean the room
3 people
Store remaining supplies
2 people
Return leftover materials
Clean cooling materials

What to bring

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

Furniture

Foldable tablesqty 6
High tablesqty 4
Chairsqty 50
Clothes racksqty 2

Tableware

Drinking glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Menu standsqty 6

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you shop. Send a final notification once the guest list and practical details are confirmed, rather than relying on last-minute replies.
Shop only after checking the final numbers and dietary options. Chill drinks in advance and keep separate dishes clearly set aside so they are not mixed into the main buffet.
Give room setup its own time block before guests arrive. Tables, chairs, the buffet, bar, reception desk, dishes and glasses take longer when they are being arranged at the same time.
Check the equipment before connecting the music and lighting. Test the Bluetooth speaker, extension cords, power strips, string lights and LED lamps while there is still time to fix a missing cable or outlet.
Set up waste bins and check the toilets before opening the room. Keep bottle openers, corkscrews, serving tongs and spare glasses where the bar and buffet are easy to reach.

Frequently asked questions

How far in advance should I organise Friday afternoon drinks?: Reserve the room and send invitations at least 2 to 3 weeks before the event. Collect dietary requirements before the final shopping list, then send the final notification 2 to 3 days beforehand.
How many drinks should I buy for Friday afternoon drinks?: For the first hour, plan on 2 to 3 drinks per person, then around 1 drink per person per hour. Add non-alcoholic options, coffee and tea, and chill the drinks before guests arrive.
When should I set up the buffet and bar?: Set up tables, the buffet and bar about 60 to 90 minutes before the start time. Prepare snacks and separate dietary options during the final 30 to 45 minutes so they stay fresh.
What do people often forget for Friday afternoon drinks?: Commonly missed items are enough wine glasses and coffee cups, bottle openers and corkscrews, waste bins, extension cords and a clear place for dietary options. Check these at least 1 hour before welcoming guests.

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.