How to organise a corporate dinner without last-minute problems

Start with the guest list, not the menu. You need confirmed numbers, dietary requirements and a seating plan before placing the catering order or printing name tags. Work from the guest deadline towards the dinner date, then use the final days for reservations, shopping and schedule checks. On the day, inspect the venue first, set up tables and tableware, and test lighting, music and power before guests arrive.

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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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Create the table layout
7
Finalize menu and dietary options
2 people
8
Place catering order
9
Confirm reservations
10
Check the shopping list
11
Do the shopping
2 people
12
Set out drinks chilled
2 people
13
Label diet meals
14
Print schedule and name tags
15
Open and inspect the venue
2 people
16
Set up tables and chairs
4 people
17
Set out table linen and tableware
3 people
18
Set out cutlery and glasses
3 people
19
Place name tags
2 people
20
Apply decorations
2 people
21
Test lighting and music
2 people
22
Set up the buffet and drinks station
3 people
23
Prepare snacks
3 people
24
Prepare dinner
4 people
25
Set up reception desk

Event

26
Welcome guests
3 people
27
Serve welcome drinks
2 people
28
Serve snacks
2 people
29
Refill drinks
2 people
30
Serve starter
3 people
31
Serve the main course
4 people
32
Serve diet meals
2 people
33
Clear tables in between
3 people
34
Serve dessert
3 people
35
Serve coffee and tea
2 people
36
Announce the final round

Aftercare

37
Pack leftovers safely
2 people
38
Wash dishes and glassware
3 people
39
Clear tables and chairs
4 people
40
Remove decorations
2 people
41
Collect and sort waste
2 people
42
Clean the kitchen and hall
3 people
43
Switch off equipment
2 people
44
Check the keys and venue
45
Return borrowed materials
2 people

What to bring

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

Furniture

Dining tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Welcome table
Table linenqty 8

Tableware

Dinner platesqty 40
Deep platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Water glassesqty 40
Wine glassesqty 40
Coffee spoonsqty 40
Dinner cutlery setsqty 40
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 4
Carafesqty 6

Decorations

Name badgesqty 36
Table decorationsqty 6
Menusqty 36
Candlesqty 24
Candle holdersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 6
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Serving plattersqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Trash bag holdersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the dinner. Use the final guest count to confirm catering, seating, name tags and the number of diet-specific meals.
Finalise the menu only after collecting dietary requirements. Label special meals clearly and keep them separate from the main buffet so they are not missed during service.
Create the table layout before setting out plates and glasses. Allow enough space for dinner plates, deep plates, wine and water glasses, cutlery, serving dishes and comfortable movement between tables.
Open and inspect the venue at least 3 hours before guests arrive. Check tables, chairs, linen, lighting, music, extension cords and power strips before food or drinks are brought out.
Chill drinks before the setup period and prepare the reception desk first. Put out the schedule, name badges and menus so registration can start while the dinner area is still being finished.

Frequently asked questions

How far in advance should I organise a corporate dinner?: Start planning at least 4 to 6 weeks ahead, especially if you need a venue reservation or catering. Set the RSVP deadline around 10 days before the dinner so there is time to confirm numbers and dietary requirements.
When should I confirm the final guest count for a corporate dinner?: Confirm it 7 to 10 days before the event. Use that number for the catering order, table layout, seating plan, name tags and diet-specific meals.
How early should I arrive to set up a corporate dinner?: Allow at least 3 hours before guests arrive for a dinner with tables, a buffet, drinks and a reception desk. Add more time if the venue needs furniture, table linen, decorations or extra power connections.
How many glasses and plates do I need per guest?: Plan one dinner plate, one deep plate if the menu needs it, one dessert plate, one water glass and one wine glass per guest, plus a small reserve of about 10%. Count coffee cups and cutlery separately according to the courses and service plan.

Start this plan in Lizzt

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