How to organise a winter drinks reception

A winter drinks reception depends on timing: confirm the room first, then build the guest list, catering order and drinks plan around it. Dietary requirements need to be collected before the final headcount, not when food is delivered. On the day, leave enough time to chill drinks, prepare mulled wine, arrange hot and cold snacks, and set up a coat check. This plan takes you from the first booking through the final check of lighting, toilets and serving areas.

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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
Reserve a room
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Determine the final number of guests
7
Check the shopping list
8
Order catering and dietary products
9
Buy drinks and non-perishable products
2 people
10
Buy fresh produce
2 people
11
Check deliveries
2 people
12
Chill drinks
2 people
13
Prepare mulled wine
2 people
14
Prepare snacks
3 people
15
Arrange cold appetizers
2 people
16
Set out hot snacks
2 people
17
Set up tables and chairs
4 people
18
Set up buffet and drinks tables
3 people
19
Set up coat check area
2 people
20
Set out tableware and cutlery
2 people
21
Set up the buffet and snack boards
3 people
22
Hang decorations
2 people
23
Test lighting and music
2 people
24
Check toilets
25
Set up the reception desk
2 people

Event

26
Welcome guests
3 people
27
Serve welcome drinks
2 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Monitor the hot buffet
2 people
31
Refill mulled wine
32
Collect used dishes
2 people
33
Empty trash bins
34
Serve the last round
2 people
35
See off guests
2 people

Aftercare

36
Clear away the buffet and drink stock
3 people
37
Dismantle tables and chairs
4 people
38
Wash dishes
2 people
39
Clean the room
3 people
40
Clean the restrooms
41
Remove decorations
2 people
42
Check and store the materials
2 people
43
Take away empty packaging
44
Return borrowed materials
2 people

What to bring

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

Furniture

Buffet tablesqty 4
Bistro tablesqty 6
Chairsqty 50
Coat racksqty 2
Clothes hangersqty 60

Tableware

Wine glassesqty 60
Beer glassesqty 60
Highball glassesqty 60
Coffee cupsqty 50
Dessert platesqty 60
Snack platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Snack boardsqty 6
Small bowlsqty 12
Thermos flasksqty 4
Mulled Wine Cupsqty 60
Soup bowlsqty 50

Equipment

Coffee machinesqty 2
Hot traysqty 4
Electric kettlesqty 2
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 6
LED candlesqty 24

Decorations

Winter branchesqty 12
Table runnersqty 10
Christmas baublesqty 40

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline before ordering food. Use the final guest count to confirm catering quantities and dietary products, then check the delivery against the order as soon as it arrives.
Plan the drinks service in two stages: chill bottled and canned drinks ahead of time, while keeping mulled wine hot in thermos flasks or suitable serving equipment until guests arrive.
Allow a separate setup window for the buffet and drinks tables. Put serving platters, snack boards, small bowls and serving spoons out before food is placed, so the food does not sit unattended while you search for equipment.
Set up the coat check before the first guest arrives, with coat racks and enough hangers in one clearly marked area. In a winter reception, this prevents coats from taking over chairs and bistro tables.
Test the Bluetooth speaker, lighting, coffee machines, kettles and hot trays before opening the doors. Check extension cords and power strips for safe access, then inspect the toilets and reception desk as part of the final walkthrough.

Frequently asked questions

How far in advance should I organise a winter drinks reception?: Confirm the date and room at least 4–6 weeks ahead, then send invitations and set a registration deadline. Place the catering order once you have the final number of guests and dietary requirements.
How many drinks should I plan for a winter drinks reception?: Allow around 2–3 drinks per guest during the first hour, then about 1 drink per person for each additional hour. Add non-alcoholic options and keep hot mulled wine separate from chilled drinks.
When should I prepare mulled wine for a reception?: Start preparing it 1–2 hours before guests arrive, allowing time to heat it without boiling. Keep it hot in thermos flasks or suitable hot-serving equipment and set out mulled wine cups before service begins.
How long does it take to set up a winter drinks reception?: Allow at least 2–3 hours for tables, chairs, coat check, buffet, drinks, tableware, decorations and equipment. Finish the lighting, music, toilet and reception-desk checks at least 30 minutes before arrival time.

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