How to organise business networking drinks

Start with the venue, guest list and timing before arranging food or decorations. Business networking drinks work best when registration, introductions and refreshments are easy to find from the moment guests arrive. Allow time to collect dietary requirements, confirm attendance and chill drinks before setup begins. On the day, create a clear route from the entrance to the registration desk, welcome drinks and conversation areas, with enough high tables and seating for short meetings.

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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
Confirm registrations
6
Collect dietary requirements
7
Order catering
8
Create a music playlist
9
Prepare name badges
2 people
10
Check deliveries
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Open venue
2 people
14
Check rooms
2 people
15
Set up tables
3 people
16
Set up chairs
3 people
17
Set up the buffet
3 people
18
Prepare snacks
3 people
19
Set out tableware
2 people
20
Set out name badges
2 people
21
Hang decorations
2 people
22
Test music and lighting
2 people
23
Set up registration desk
2 people

Event

24
Welcome guests
2 people
25
Serve welcome drinks
2 people
26
Serve snacks
3 people
27
Refill drinks
2 people
28
Restock the buffet
2 people
29
Collect used dishes
2 people
30
See off guests
2 people

Aftercare

31
Clear away food and drinks
3 people
32
Collect waste
2 people
33
Wash dishes
2 people
34
Clear tables and chairs
3 people
35
Clean the venue
3 people
36
Remove decorations
2 people
37
Return materials
2 people
38
Keep lost and found items

What to bring

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

Furniture

Tall cocktail tablesqty 8
Buffet tablesqty 3
Chairsqty 40
Stoolsqty 20
Table skirtsqty 8

Tableware

Wine glassesqty 60
Beer glassesqty 60
Highball glassesqty 60
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Small bowlsqty 12

Kitchen

Corkscrewsqty 3
Bottle openersqty 4
Serving spoonsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 4
Ice containersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Name badge holdersqty 50
Welcome sign
Balloonsqty 80
Balloon ribbonqty 2
Flower arrangementsqty 6

Lighting

Atmospheric lighting setsqty 4

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 2
Dish brushesqty 3
Hand soap dispensersqty 3
Towel dispensersqty 3

Catering

Groceries

Tips

Set the guest deadline at least 7 days before the event. Use the final registration list to confirm numbers, dietary requirements and the quantity of catering, glasses and name badges.
Plan the room around conversation rather than a formal seated meal. Place tall cocktail tables near the main networking areas, keep some chairs and stools available, and leave clear space around the buffet.
Finish deliveries and shopping at least 4 hours before guests arrive. Check that serving platters, small bowls, cutlery, corkscrews, bottle openers and ice containers are all present before setup starts.
Chill drinks for at least 3 hours when possible, and prepare coolers or ice containers before opening the venue. Put welcome drinks near registration so guests do not have to search for refreshments.
Open the venue 2 to 3 hours before arrival for room checks, furniture, buffet setup, name badges, lighting and music. Test Bluetooth speakers, extension cords and power strips before guests enter, then keep one person at the registration desk for the first 30 minutes.

Frequently asked questions

How far in advance should I organise business networking drinks?: Reserve the venue and set the event format 4 to 6 weeks ahead. Send invitations at least 3 weeks before the event, then close registrations around 7 days before it so catering and name badges can be finalised.
How many drinks should I plan per guest?: Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour after that. Add water, coffee and non-alcoholic options, and use the confirmed guest count rather than the number originally invited.
When should I set up the venue for networking drinks?: Open the venue 2 to 3 hours before guests arrive. Use the first hour for tables, chairs, buffet and room checks, then reserve the remaining time for food, drinks, name badges, music and lighting tests.
When should I prepare name badges and dietary information?: Prepare name badges 1 to 2 days before the event using the confirmed registration list. Collect dietary requirements when people register and give the caterer the final list at least 5 to 7 days before the event.

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