Graduation drinks reception checklist

A graduation drinks reception works best when guest numbers, catering and drinks are settled before you start decorating. Use this checklist to work through the plan in order, from confirming the venue and sending invitations to chilling drinks and arranging snacks. Allow time to collect dietary requirements, check delivery windows and test the sound system. On the day, keep the room layout simple: clear paths, a separate buffet area and enough chilled drinks ready for the first arrivals.

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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
Send invitations
Process registrations
Collect dietary requirements
Reserve brewery and drinks
Check the shopping list
Order catering
Confirm delivery times
Check the weather forecast
Create the room layout
Do the shopping
2 people
Receive drinks and groceries
2 people
Check stock and shelf life
2 people
Prepare snacks
3 people
Prepare decorations
2 people
Compile the music playlist
Prepare supplier contact details
Check the venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Hang decorations
2 people
Connect the sound system
2 people
Fill coolers
2 people
Chill drinks
2 people
Arrange snacks on platters
3 people
Set up the buffet and bar
3 people
Set out dishes and glasses
2 people
Set up waste stations
Check toiletries

Event

Staff the reception desk
2 people
Welcome guests
2 people
Serve snacks
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect used dishes
2 people
Empty trash bins
Provide music
Announce the final round
See off guests
2 people

Aftercare

Seal and count drinks
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the bar and buffet
2 people
Sweep and mop the floor
2 people
Bring waste to the collection point
2 people
Return borrowed items
2 people
Store leftover stock
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Buffet tablesqty 3

Tableware

Beer glassesqty 80
Wine glassesqty 50
Highball glassesqty 40
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Coolersqty 4
Bar stool cooler
Coffee maker
Kettleqty 2
Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Bottle openersqty 3
Corkscrewqty 2
Measuring cupsqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8
LED light stringsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the reception so you can process registrations, confirm dietary requirements and place the catering order with reliable numbers.
Plan drinks for the first hour before the event starts: allow two to three drinks per guest, then check the stock against your final attendance figure and delivery quantities.
Check the venue and room layout at least one week beforehand. Confirm where tables, chairs, buffet tables, coolers and power points will go, rather than solving the layout during setup.
Chill drinks several hours before guests arrive and fill the coolers shortly before opening. Keep bottle openers, a corkscrew, glasses and pouring jugs at the serving points.
Finish decorations and the playlist before the final setup window. Test the Bluetooth speaker, extension cords and power strips, and keep supplier contact details together in one place.

Frequently asked questions

How far in advance should I send graduation drinks reception invitations?: Send invitations around four weeks before the reception and set the RSVP deadline 10 to 14 days before it. That gives you time to process registrations, collect dietary requirements and confirm catering quantities.
How many drinks do I need for a graduation drinks reception?: For the first hour, plan on two to three drinks per guest. Add extra stock for a longer reception, and include beer, wine, non-alcoholic options, water and coffee based on your guest list.
When should I order catering for a graduation drinks reception?: Place the catering order as soon as the RSVP deadline passes, ideally at least 7 days before the event. Confirm the delivery time again 24 to 48 hours beforehand and check that dietary requirements are included.
When should I set up the venue for a graduation drinks reception?: Allow at least two hours for room setup on the day. Set up tables and chairs first, then buffet tables, decorations, the sound system, coolers and snacks so food is not left out too early.

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