Graduation drinks checklist: what to arrange and when

A graduation drinks reception looks simple until the guest list, dietary requirements, catering, drinks and short programme all meet on the same day. This checklist takes you from invitations and reservations to the final room setup and guest reception. Plan the practical details early, especially catering quantities, seating, glassware and sound equipment. On the day itself, allow time to chill drinks, prepare food, test the microphone and set aside dietary options before guests arrive.

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

Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Make reservations
Place catering order
Put together the music
Coordinate the program
2 people
Prepare speech
Check the weather forecast
Do the shopping
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set dietary options aside
Set up tables
3 people
Set up chairs
2 people
Set up the buffet
2 people
Set up the drinks table
2 people
Hang decorations
2 people
Connect the sound system
Test the music
Check restroom
Place waste stations

Event

Handle guest reception
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Serve coffee and tea
Check dietary requirements
Announce speech
Host the speech
Check music and volume
Serve the last round
2 people
See off guests
2 people

Aftercare

Store leftovers refrigerated
2 people
Remove decorations
2 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
2 people
Clear away equipment
Return borrowed items

What to bring

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

Furniture

Beer tablesqty 6
Chairsqty 40
Buffet tablesqty 2
Coat racksqty 2

Tableware

Highball glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 60
Serving plattersqty 10
Serving tongsqty 6
Carafesqty 6

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3
Ice cube traysqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knivesqty 3
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 50
Balloon pump
Buntingqty 6
Tableclothsqty 8
Name badgesqty 60
Adhesive stripsqty 2

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket
Cleaning glovesqty 4

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before placing the catering order. Finalise the guest list at least 7 days before the reception so you can confirm food, seating and tableware quantities.
Plan drinks by service period rather than buying everything at once. Chill the first round before guests arrive, keep extra drinks in coolers, and prepare ice and carafes for water or other non-alcoholic options.
Finish the speech and programme timing before setting up the sound system. Test the Bluetooth speaker, microphone, extension cords and power strips at least 60 minutes before the first guest arrives.
Set up separate zones for the buffet, drinks and waste stations. Put plates and cutlery at the start of the buffet, serving tongs beside each dish, and clearly separate dietary options before serving begins.
Check details people often overlook: coat racks, restroom supplies, name badges, tablecloths and weather conditions. Complete the shopping first, then collect fresh produce as close to the event as practical and keep it chilled until preparation.

Frequently asked questions

When should I send invitations for graduation drinks?: Send them about 4 weeks before the reception, with a clear reply deadline. Close registrations at least 7 days before the event so you can create the final guest list and confirm catering.
How much food and drink do I need for graduation drinks?: Use the confirmed guest list as your starting point and order enough food for the full reception, including separate dietary portions. For drinks, plan roughly 2 to 3 servings per guest during the first hour, then adjust for the remaining duration and non-alcoholic choices.
When should I set up the room for graduation drinks?: Start the room setup 2 to 3 hours before guests arrive if tables, chairs, decorations and catering stations all need arranging. Finish chilling drinks, testing music and checking the restroom no later than 60 minutes before reception time.
How far in advance should I prepare the graduation speech?: Write the speech at least 7 days beforehand and rehearse it once or twice before the event. Keep the final version ready on the day and test the microphone before the programme starts.

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.