Networking drinks checklist

Use this networking drinks checklist to organise the event in the right order, from building the guest list to opening the venue. Plan registration, dietary requirements and catering quantities before you buy food or confirm deliveries. The final setup needs more than drinks: tables, glasses, name badges, a coffee station and clearly labelled dishes all affect how smoothly guests move and meet. Work through the checklist early, then keep the last day for fresh food, chilling drinks and setup.

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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

Compile the guest list
Send invitations
Register sign-ups
Reserve venue
Process registrations
Collect dietary requirements
Determine catering quantities
Reserve furniture
Create a host program
Confirm deliveries
Buy non-perishable groceries
2 people
Close registrations
Create final guest list
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the buffet and bar
3 people
Set up coffee station
2 people
Hang decorations
2 people
Lay out name badges
Arrange snacks on platters
3 people
Label diet dishes
Test the music

Event

Staff the entrance and registration
2 people
Welcome guests
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
Restock the buffet
2 people
Collect used dishes
2 people
Empty trash bins
Serve the last round
2 people
See off guests
2 people

Aftercare

Clear away drinks and food
3 people
Wash dishes
3 people
Dismantle furniture
4 people
Clean the venue
3 people
Take out the trash
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
High tablesqty 4
Buffet tablesqty 2
Coat racksqty 2

Tableware

Wine glassesqty 60
Beer glassesqty 60
Water glassesqty 60
Coffee cupsqty 50
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 4
Ice cube traysqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Flower arrangementsqty 6
String lightsqty 4

Materials

Name badgesqty 60
Markersqty 6
Table numbersqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Small bowlsqty 12
Serving tongsqty 6
Bottle openersqty 3
Corkscrewqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Close registrations before creating the final guest list, so catering quantities, name badges and dietary labels match the people actually attending. Allow at least one working day between the registration deadline and the event.
Plan drinks by time, not just by guest count: allow two to three drinks per person for the first hour, then about one drink per person per hour. Add water glasses and coolers so guests do not have to wait at the bar.
Check the venue’s furniture and power requirements before the event. Coffee machines, kettles, a speaker and string lights may need extension cords or power strips, while buffet tables and coat racks need space that is often overlooked.
Prepare name badges, markers and table numbers before guests arrive. Put badges at the entrance and label dishes containing common allergens or special-diet options before arranging snacks on platters.
Leave fresh groceries, snack preparation and drink chilling until the final day, but confirm all deliveries earlier. Open the venue with enough time to set tables, chairs, buffet and bar, test the music and make coffee before the first guest arrives.

Frequently asked questions

How far in advance should I organise networking drinks?: Reserve the venue and start the guest list at least 4–6 weeks before the event. Send invitations early enough to keep registrations open for about 1–2 weeks, depending on the size of the group.
How many drinks do I need for networking drinks?: Plan for 2–3 drinks per person during the first hour and about 1 drink per person for each following hour. Include water, and keep a separate allowance for coffee and tea if the event lasts more than 2 hours.
When should I finalise catering for networking drinks?: Close registrations 2–3 working days before the event and create the final guest list immediately afterwards. Use that number to confirm catering, dietary dishes, glasses, plates and snack quantities.
How early should I arrive to set up networking drinks?: Allow at least 2 hours before guests arrive for a small event, and 3–4 hours for a larger one. This covers furniture, buffet and bar setup, coffee equipment, name badges, decorations, chilled drinks and a music test.

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