How to organise a company drinks reception

A company drinks reception works best when guest numbers, dietary requirements and drink quantities are settled before anything is ordered. Start with the date, venue, budget and invitations, then use registrations to make a final headcount. In the last week, confirm catering, deliveries and reservations, prepare name badges and hand the kitchen its dietary list. On the day, chill drinks, set up the buffet and coffee station, test the lighting and speaker, and leave time to welcome guests properly.

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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

1
Confirm date and location
2
Set the budget and guest list
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Determine catering quantities
2 people
7
Plan drinks and supplies
2 people
8
Arrange deliveries and reservations
9
Create final guest list
10
Give the diet list to the kitchen
11
Prepare the program and welcome
12
Assemble the music playlist
13
Prepare name badges
14
Do the shopping
2 people
15
Store drinks refrigerated
2 people
16
Prepare snacks
3 people
17
Cut vegetables and fruit
2 people
18
Set out dips and sauces
19
Set up the coffee and tea station
2 people
20
Set up tables and chairs
3 people
21
Set up buffet tables
2 people
22
Set out dishes and glasses
2 people
23
Hang up decorations
2 people
24
Test the lighting
25
Test the music and speaker
26
Set out name badges
27
Arrange snacks on platters
3 people
28
Chill drinks
2 people
29
Set up welcome desk
30
Check venue and toilets
2 people

Event

31
Welcome guests
2 people
32
Serve welcome drinks
2 people
33
Serve snacks
3 people
34
Refill drinks
2 people
35
Restock the buffet
2 people
36
Serve coffee and tea
2 people
37
Empty trash bins
38
Collect Dirty Glasses
2 people
39
Farewell and final round
2 people

Aftercare

40
Store leftovers safely
2 people
41
Wash dishes and glasses
3 people
42
Clear tables and chairs
3 people
43
Remove decorations
2 people
44
Switch off equipment
45
Thoroughly clean the venue
3 people
46
Dispose of waste
2 people
47
Return supplies
48
Return borrowed materials
2 people
49
Handle deposit and packaging

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

Tips

Set a registration deadline at least 7 days before the reception. Use the final list to calculate catering, prepare name badges and give the kitchen one clear dietary-requirements list.
Plan drinks by service period rather than buying everything at once. For the first hour, allow roughly two to three drinks per guest, then add water, coffee and tea for the rest of the reception.
Finish deliveries, reservations and shopping at least 2 days beforehand. Drinks need time to chill, and missing serving platters, tongs, glasses or ice are difficult to replace once guests arrive.
Create separate zones for drinks, food and coffee. Put water glasses and carafes where guests can reach them, and keep the coffee machines and kettles away from the buffet queue.
Schedule setup to finish 30 minutes before the first guest. Test the Bluetooth speaker, string lights and table lamps with the extension cords and power strips already in place, rather than troubleshooting during arrival.

Frequently asked questions

How far in advance should I plan a company drinks reception?: Confirm the date, venue, budget and guest list 4 to 6 weeks ahead. Send invitations with a registration deadline at least 7 days before the event, then place final catering and drink orders from the confirmed numbers.
How many drinks should I provide per person at a company reception?: For the first hour, allow about 2 to 3 drinks per person, including alcoholic and non-alcoholic options. Add water throughout, then plan coffee and tea for the closing part of the reception.
When should I collect dietary requirements?: Ask for dietary requirements on the invitation or registration form and close responses 7 days before the reception. Give the final list to the kitchen at least 3 days before service so alternatives can be prepared.
How early should I set up a company drinks reception?: Begin room setup 2 to 3 hours before guests arrive, including tables, chairs, buffet tables, glasses and decorations. Aim to have food and drinks ready 30 minutes beforehand, leaving the final period for lighting, music and welcome checks.

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