How to organise Friday afternoon drinks

Friday afternoon drinks work best when the room, refreshments and guest information are settled before the working day ends. Start by reserving the room and sending invitations, then track registrations and dietary requirements rather than guessing numbers. In the final days, confirm attendance, shop, chill drinks and prepare snacks. On the day, leave enough time to set up tables, chairs, the buffet, bar, coffee and tea before welcoming guests with a drink.

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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 a room
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Send the final notification
6
Check the shopping list
7
Do the shopping
2 people
8
Chill drinks
2 people
9
Prepare snacks
3 people
10
Set dietary options aside
11
Set out coffee and tea
2 people
12
Set up tables
3 people
13
Set up chairs
2 people
14
Set up the buffet
2 people
15
Set up the bar
2 people
16
Hang decorations
2 people
17
Connect the music
18
Check the lighting
19
Set out dishes and glasses
2 people
20
Place waste stations
21
Check toilets
22
Set up the reception desk

Event

23
Welcome guests
2 people
24
Serve welcome drinks
2 people
25
Serve snacks
2 people
26
Refill drinks
2 people
27
Refill buffet
2 people
28
Collect tableware
29
Empty trash bins
30
Check toilets periodically
31
Serve the last round
2 people
32
See off guests
2 people

Aftercare

33
Clear away food and drinks
3 people
34
Collect waste
2 people
35
Wash dishes
3 people
36
Put furniture back
3 people
37
Remove decorations
2 people
38
Switch off equipment
39
Clean the room
3 people
40
Store remaining supplies
2 people
41
Return leftover materials
42
Clean cooling materials

What to bring

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

Furniture

Foldable tablesqty 6
High tablesqty 4
Chairsqty 50
Clothes racksqty 2

Tableware

Drinking glassesqty 60
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Thermos flasksqty 4
Bottle openersqty 4
Corkscrewsqty 3

Equipment

Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Buntingqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Menu standsqty 6

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline several days before the event, so you can send a final notification and shop for the right number of guests. Keep dietary requirements with the registration list, not in a separate note.
Do the shopping before the event day where possible. Chill drinks in coolers ahead of time, and keep separate dietary options clearly set aside before the buffet opens.
Allow at least 60 minutes for room setup. Tables, chairs, the buffet, bar, reception desk, waste stations and toilet check are easy to underestimate when they are all left until the last half-hour.
Set up coffee and tea as a separate station with cups, thermos flasks and serving space. This prevents people who do not want alcohol from queuing at the bar and reduces pressure when welcome drinks are served.
Test music and lighting before guests arrive, including extension cords, power strips and Bluetooth speakers. Put out glasses, wine glasses, plates, cutlery and serving utensils before the first guest enters.

Frequently asked questions

How far in advance should I send invitations for Friday afternoon drinks?: Send invitations about 2 to 3 weeks in advance and set a registration deadline at least 5 days before the event. That gives you time to process registrations, collect dietary requirements and send a final notification.
When should I buy and chill drinks for Friday afternoon drinks?: Do the main shopping 1 to 2 days before the event. Chill drinks overnight where possible, then top up coolers on the day so welcome drinks are cold when guests arrive.
How much time do I need to set up Friday afternoon drinks?: Allow at least 60 minutes for the room setup, and 90 minutes if tables, chairs, decorations and lighting are not already available. Add time for checking toilets, placing waste bins and testing the music.
What should I prepare first on the day of Friday afternoon drinks?: Set up the room and service points first: tables, chairs, buffet, bar, coffee and tea station, and reception desk. Prepare snacks and set dietary options aside only after the layout and serving equipment are ready, ideally 30 to 45 minutes before guests arrive.

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.