How to organise a supper club from menu to final coffee
A supper club works best when the menu, guest list and kitchen plan are settled in that order. Start by choosing a menu and theme that fit the venue and cooking equipment, then invite guests and collect dietary requirements before buying anything. Once registrations close, confirm the final number, draw the table layout and scale every ingredient and place setting. The final day is mostly about preparation: chill drinks, finish the components that hold well, and leave enough time to set the room before guests arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set menu and theme
2 people
- 2
Reserve venue
- 3
Send invitations
- 4
Process registrations
- 5
Collect dietary requirements
- 6
Determine the final number of guests
- 7
Create the table layout
- 8
Design menus
- 9
Make a shopping list
2 people
- 10
Check dishes and glassware
- 11
Check the cooking equipment
- 12
Wash table linens
- 13
Do the shopping
2 people
- 14
Chill drinks
- 15
Wash and cut vegetables
2 people
- 16
Make sauces and dressings
2 people
- 17
Prepare dessert
2 people
- 18
Marinate meat or fish
Event
- 19
Open venue
- 20
Ventilate room
- 21
Set up tables
3 people
- 22
Set up chairs
2 people
- 23
Lay out table linen
2 people
- 24
Decorate tables
2 people
- 25
Set out tableware and cutlery
2 people
- 26
Set out glasses
- 27
Place menus
- 28
Set up cooking stations
2 people
- 29
Check stock and allergens
2 people
- 30
Prepare the aperitif
2 people
- 31
Welcome guests
2 people
- 32
Serve aperitifs
2 people
- 33
Finish the starter
2 people
- 34
Serve starter
3 people
- 35
Prepare the main course
3 people
- 36
Refill drinks
- 37
Serve the main course
3 people
- 38
Finish dessert
2 people
- 39
Serve dessert
2 people
- 40
Serve coffee and tea
- 41
See off guests
2 people
Aftercare
- 42
Pack leftovers safely
2 people
- 43
Collect waste
2 people
- 44
Wash dishes
3 people
- 45
Clean the kitchen
2 people
- 46
Clear tables and chairs
3 people
- 47
Clean the venue
2 people
- 48
Remove decorations
2 people
- 49
Inventory materials
- 50
Return borrowed items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Dining tablesqty 6
- Chairsqty 44
- Side tablesqty 2
- Clothing rack
Tableware
- Dinner platesqty 50
- Deep platesqty 50
- Dessert platesqty 50
- Coffee cupsqty 45
- Water glassesqty 50
- Wine glassesqty 50
- Coffee spoonsqty 45
- Table knivesqty 50
- Table forksqty 50
- Dessert spoonsqty 50
Kitchen
- Chef's knivesqty 4
- Cutting boardsqty 6
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Measuring spoonsqty 2
- Frying pansqty 4
- Cooking potsqty 5
- Baking dishesqty 4
- Small baking dishesqty 3
- Baking traysqty 4
- Serving spoonsqty 8
- Serving tongsqty 4
- Ladlesqty 4
- Kitchen tongsqty 3
- Foam spatulasqty 2
Equipment
- Coffee maker
- Kettlesqty 2
- Coolersqty 3
- Induction platesqty 2
- Kitchen scaleqty 2
- Oven mittsqty 4
Decorations
- Tableclothsqty 6
- Napkinsqty 60
- Candlesticksqty 12
- Table décorqty 6
- Menusqty 44
Lighting
- Mood lightingqty 4
- LED candlesqty 24
Cleaning
- Waste binsqty 3
- Trash bagsqty 40
- Dish brushesqty 3
- Spongesqty 8
- Microfiber clothsqty 12
- Paper towelsqty 6
- Liquid dish soapqty 2
- All-purpose cleanerqty 2
- Dishwasher tabletsqty 30
- Toilet paperqty 24
Catering
- Groceries
Tips
- Set the menu before sending invitations. Give yourself at least 7 days to collect registrations and dietary requirements, then confirm the final guest count before making the shopping list.
- Plan the cooking backwards from dinner service. Prepare sauces, dressings, dessert and marinades ahead of time, while leaving frying, plating and other last-minute cooking for the final 60–90 minutes.
- Count tableware by course, not just by guest. For each person, check dinner, deep and dessert plates, the required cutlery, a water glass and a wine glass; add a small reserve for breakages or dropped items.
- Check the kitchen before shopping. Test that the cooking pots, frying pans, baking dishes, trays, knives and cutting boards are available and that the coffee maker can serve the full group after dessert.
- Build a 90-minute room setup window into the schedule. Ventilate first, then arrange tables and chairs, lay the linen, decorate the tables and set out tableware; chill drinks before guests arrive rather than during service.
Frequently asked questions
- How far in advance should I organise a supper club?
- Choose the menu and reserve the venue at least 3–4 weeks ahead. Send invitations 2–3 weeks before the dinner and close registrations 5–7 days before it so you can confirm numbers and buy accurately.
- How many guests should I invite to a supper club?
- Use the number of seats and the capacity of your cooking setup as the limit. For a first event, 8–12 guests is a manageable size because you can serve a multi-course meal without needing a large service team.
- How much food and drink do I need for a supper club?
- Scale each recipe to the confirmed guest count and add about 10% for sauces, garnishes and small mistakes. For drinks, plan roughly 2–3 servings per person during the first hour, then about 1 serving per person per hour afterward.
- When should I start preparing food for a supper club?
- Start the prep that holds well the day before: make sauces and dressings, prepare dessert and marinate meat or fish. On the event day, wash and cut vegetables several hours ahead and keep the final 60–90 minutes for cooking, plating and room setup.
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