How to organise a staff dinner without last-minute chaos

Start with the date, budget and venue, then work backwards from the dinner service. Guest numbers affect the menu, table layout, drinks and the amount of crockery you need, so collect registrations and dietary requirements before finalising anything. The final week is for confirming numbers, ordering food and checking supplies. On the day itself, separate setup from cooking so tables, drinks and dietary dishes are ready 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
Set date and budget
2 people
2
Reserve venue
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Finalize menu and quantities
2 people
7
Plan deliveries and shopping
8
Determine the table layout
2 people
9
Prepare staff list and diet list
10
Send confirmation to guests
11
Check supplies
2 people
12
Do the shopping
3 people
13
Chill drinks
2 people
14
Prepare vegetables and fruit
3 people
15
Prepare desserts
2 people

Event

16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set the tables
3 people
19
Set out tableware and cutlery
3 people
20
Set up buffet
4 people
21
Set up the drinks bar
2 people
22
Hang decorations
2 people
23
Test music and lighting
2 people
24
Bring dishes up to temperature
3 people
25
Mark diet dishes separately
2 people
26
Welcome guests
3 people
27
Serve aperitifs
2 people
28
Open the buffet
2 people
29
Refill the dishes
2 people
30
Refill drinks
2 people
31
Serve dessert
2 people
32
Serve coffee and tea
2 people
33
Collect empty glasses and plates
2 people
34
Announce the final round
35
See off guests
2 people

Aftercare

36
Pack leftovers safely
3 people
37
Collect and sort waste
3 people
38
Wash dishes
3 people
39
Clean the venue
4 people
40
Put furniture back
3 people
41
Inventory materials
2 people
42
Return borrowed items
2 people
43
Store leftover groceries

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 3
Drinks table
Clothing rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 55
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Serving boardsqty 6

Equipment

Coffee machinesqty 2
Hot traysqty 6
Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 4

Decorations

Tableclothsqty 10
Cloth napkinsqty 60
Name badgesqty 55
Menusqty 10
Flower arrangementsqty 7
Table décorqty 7

Lighting

String lightsqty 4
LED candlesqty 20

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 5
Measuring cupsqty 3
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the budget and venue before sending invitations. Give guests a clear registration deadline, then keep a separate list of confirmed guests and dietary requirements so the final menu is based on actual numbers.
Finalise food quantities only after registrations close. Include separate labels for dietary dishes and mark them clearly at the buffet; this prevents guests and servers from having to guess during dinner.
Plan the room in zones: dining tables, buffet, drinks, coats and coffee. Draw the table layout in advance and check that serving routes remain clear once chairs, buffet tables and drinks equipment are in place.
Do the supply check at least 3 days before the dinner. Count plates, dessert plates, glasses, cutlery, serving utensils, tablecloths and napkins, and test coffee machines, hot trays, coolers and extension leads before shopping.
Use the last 2 hours before guests arrive for room setup and final food preparation. Chill drinks early, prepare fruit and vegetables ahead of time, bring hot dishes up to temperature, and set dietary dishes apart before opening the buffet.

Frequently asked questions

How far in advance should I plan a staff dinner?: Set the date and reserve the venue at least 4 to 6 weeks ahead. Send invitations soon after, with a registration deadline around 10 to 14 days before the dinner so you have time to confirm the menu and quantities.
When should I ask staff about dietary requirements?: Ask for dietary requirements when guests register, not on the day itself. Review the list when registrations close, then confirm the final diet list with the kitchen or food supplier at least 5 days before the dinner.
How many drinks should I plan for a staff dinner?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Include water throughout the evening and chill drinks several hours before guests arrive.
When should I set up the tables and buffet?: Open the venue about 2 hours before guest arrival. Set up tables and chairs first, then tableware, buffet, drinks and decorations; leave enough time to heat dishes and label dietary options before service.

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.