How to organise an après-ski party for 50 staff

For 50 staff members, an après-ski party works best when you treat it as a timed service rather than just a decorated room. Start by securing the venue and sending invitations early enough to collect registrations and dietary requirements. Use the final headcount to set menu quantities, drinks and tableware, then schedule deliveries, shopping and chilling before setup day. The usual failures are missing power connections, an unprepared cloakroom and hot food that is 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
Reserve venue
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Determine menu and quantities
2 people
8
Make a shopping list
2 people
9
Put together the music
10
Confirm deliveries
11
Check decorations
12
Do non-perishable shopping
2 people
13
Buy fresh groceries
2 people
14
Chill drinks
2 people
15
Collect materials
2 people
16
Open venue
2 people
17
Clean the room
3 people
18
Set up tables and chairs
4 people
19
Set up the buffet
3 people
20
Set up the cloakroom
2 people
21
Hang decorations
3 people
22
Hang lighting
2 people
23
Connect the music
2 people
24
Prepare cold appetizers
3 people
25
Prepare hot snacks
3 people
26
Prepare coffee and tea
2 people
27
Check the buffet and bar
2 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
2 people
30
Serve snacks
3 people
31
Refill drinks
2 people
32
Restock the buffet
2 people
33
Serve hot dishes
3 people
34
Serve dietary meals separately
35
Collect used dishes
2 people
36
Refill coffee and tea
37
Remove waste regularly
38
Announce the final round
39
See off guests
2 people

Aftercare

40
Chill leftovers safely
2 people
41
Turn off drinks and equipment
2 people
42
Remove decorations
3 people
43
Clear tables and chairs
4 people
44
Wash dishes
3 people
45
Clean the kitchen
2 people
46
Vacuum and mop the room
3 people
47
Take out the trash
2 people
48
Check materials
2 people
49
Return borrowed materials
2 people
50
Distribute or discard leftovers
2 people
51
Lock up the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2
Coat racksqty 60

Tableware

Beer glassesqty 70
Wine glassesqty 60
Highball glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Soup serving bowlsqty 4
Serving spoonsqty 8
Serving traysqty 8

Decorations

Snowflake garlandsqty 10
Après-ski signsqty 6
Skis as decorationqty 4
Artificial snowqty 4
Tableclothsqty 8
Photo booth propsqty 20

Equipment

Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Food warmersqty 4
Hot platesqty 4
Kettlesqty 2

Lighting

String lightsqty 6
LED lanternsqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Kitchen tongsqty 6
Cooking potsqty 3
Thermos flasksqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2
Washing-up bowlsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the party. Confirm the final headcount and dietary requirements before buying fresh groceries or calculating buffet quantities.
Plan the room in zones: tables and chairs for eating, a separate buffet, a cloakroom near the entrance and a clear area for the speakers and photo booth props. This prevents coats and serving traffic from blocking the party.
Finish non-perishable shopping several days ahead, then buy fresh groceries one day before the event. Chill drinks for at least 12 hours; coolers help keep backup bottles cold during service.
Test the music, lighting and food equipment before guests arrive. Check every extension cord and power strip, and avoid placing hot plates, food warmers and string lights on one overloaded socket.
Open the venue at least 3 hours before arrival. Clean the room first, then set tables, buffet and cloakroom, hang snowflake garlands and signs, and prepare cold appetizers before heating hot snacks.

Frequently asked questions

How far in advance should I plan an après-ski party for 50 staff?: Reserve the venue and send invitations 4 to 6 weeks ahead. Set the registration deadline 10 days before the party so you have time to confirm numbers, dietary requirements and menu quantities.
How much food do I need for 50 people at an après-ski party?: Plan a substantial buffet with roughly 5 to 7 savoury portions per person when snacks and a meal are combined, plus extra for dietary alternatives. Final quantities should be based on confirmed registrations, not the original invite list.
How many drinks should I buy for 50 staff members?: For the first hour, allow about 2 to 3 drinks per person, then around 1 drink per person per hour. Add water and non-alcoholic options, and chill the first supply at least 12 hours before guests arrive.
When should I start setting up the après-ski party?: Open the venue at least 3 hours before arrival. Allow the first hour for cleaning and furniture, the second for buffet, cloakroom, decorations and equipment, and the final hour for food preparation and chilling checks.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.