How to organise a staff evening without last-minute problems

A staff evening runs smoothly when you lock in the guest list, venue and practical requirements before planning the food or room layout. Start with invitations and dietary information, then confirm access, equipment and table arrangements. In the final week, turn the guest numbers into a menu, shopping list and setup plan. On the day, allow time to chill drinks, prepare food and arrange the room before anyone arrives.

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

1
Send invitations
2
Register sign-ups
3
Collect dietary requirements
4
Reserve venue
5
Reserve music and equipment
6
Create final guest list
7
Create menu and dietary list
2 people
8
Make a shopping list
9
Determine the table layout
10
Print the program
11
Make name badges
12
Confirm the venue and access
13
Check materials
2 people
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Wash fruits and vegetables
2 people
17
Prepare dessert
2 people
18
Set out bread and toppings
2 people
19
Prepare salads
3 people
20
Prepare hot dishes
3 people
21
Open venue
2 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up buffet and drink tables
2 people
25
Set the tables
3 people
26
Hang decorations
2 people
27
Connect music equipment
2 people
28
Set out name badges
29
Serve the buffet
3 people
30
Set up the reception table
2 people

Event

31
Welcome guests
2 people
32
Serve welcome drinks
2 people
33
Explain the program
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Open the buffet
2 people
37
Keep the buffet warm
2 people
38
Restock the buffet
2 people
39
Collect used dishes
2 people
40
Serve dessert
2 people
41
Serve coffee and tea
2 people
42
Assist with farewell and cloakroom
2 people

Aftercare

43
Turn off the music
44
Store leftovers safely
2 people
45
Collect waste
3 people
46
Wash dishes
3 people
47
Clear tables and chairs
3 people
48
Remove decorations
2 people
49
Clean the venue
3 people
50
Check and pack materials
2 people
51
Return equipment
2 people
52
Take out the trash

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Coat racksqty 2
Table linenqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 45
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 45
Cutlery setsqty 50
Serving utensilsqty 12

Kitchen

Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 4
Serving spoonsqty 8
Coolersqty 4
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Name badgesqty 45
Menusqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning spraysqty 3
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a firm RSVP deadline before creating the final guest list. Use the confirmed number to plan plates, glasses, cutlery and seating instead of relying on rough estimates.
Collect dietary requirements with the invitations, then keep one final dietary list beside the menu. Check it again before shopping and label suitable dishes during setup.
Confirm venue access, tables, chairs, coat racks and power points at least one week ahead. Speakers, a wireless microphone, coffee machines and food warmers may need separate sockets or extension cords.
Plan the room in this order: tables and chairs, buffet and drinks tables, then place settings. Leave clear routes between the dining area, buffet and entrance so guests are not queuing in one narrow space.
Complete the food and drink work before the room is fully dressed. Chill drinks early, prepare cold dishes first, and leave hot dishes and final table setting for the last stage so nothing sits out unnecessarily long.

Frequently asked questions

How far in advance should I plan a staff evening?: Start at least 4–6 weeks ahead for invitations, venue booking and music or equipment. Finalise the guest list and dietary requirements 7–10 days before the event.
How do I organise food for a staff evening?: Use the confirmed guest list and dietary list to create the menu and shopping list about 1 week beforehand. Prepare dessert and cold dishes earlier on the day, while hot dishes should be finished as close to serving time as possible.
When should I set up the room for a staff evening?: Allow at least 2–3 hours before guests arrive for access, furniture, buffet tables, table settings and equipment checks. Set out drinks and chilled items after the main room layout is complete.
How many glasses and plates do I need for a staff evening?: Plan one dinner plate and one dessert plate per guest, plus at least one water glass and one wine glass per person if both are served. Add 10% spare tableware to cover breakage, spills or late additions.

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.