Staff evening checklist: what to arrange and when

A staff evening needs more than a guest list and a meal. You need time to collect dietary requirements, confirm access to the venue, organise the room and check that serving and audio equipment are ready. Start with the venue, invitations and catering details, then move to shopping and preparation. On the day, allow time for tables, chairs, buffet areas, drinks and name badges before guests arrive. This checklist puts the practical work in a workable order.

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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

Send invitations
Register sign-ups
Collect dietary requirements
Reserve venue
Reserve music and equipment
Create final guest list
Create menu and dietary list
2 people
Make a shopping list
Determine the table layout
Print the program
Make name badges
Confirm the venue and access
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare dessert
2 people
Set out bread and toppings
2 people
Prepare salads
3 people
Prepare hot dishes
3 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up buffet and drink tables
2 people
Set the tables
3 people
Hang decorations
2 people
Connect music equipment
2 people
Set out name badges
Serve the buffet
3 people
Set up the reception table
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Explain the program
Serve snacks
2 people
Refill drinks
2 people
Open the buffet
2 people
Keep the buffet warm
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Serve dessert
2 people
Serve coffee and tea
2 people
Assist with farewell and cloakroom
2 people

Aftercare

Turn off the music
Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the venue
3 people
Check and pack materials
2 people
Return equipment
2 people
Take out the trash

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Coat racksqty 2
Table linenqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Coffee cupsqty 45
Water glassesqty 50
Wine glassesqty 50
Coffee spoonsqty 45
Cutlery setsqty 50
Serving utensilsqty 12

Kitchen

Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 4
Serving spoonsqty 8
Coolersqty 4
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Name badgesqty 45
Menusqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning spraysqty 3
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Send invitations early enough to collect replies and dietary requirements before you finalise the guest list and menu. Keep one written list for allergies, special diets and confirmed attendees.
Confirm the venue and access before arranging delivery or setup. Check when you can enter, where tables and chairs are stored, and whether the coffee machines, speakers and microphone need extension cords or power strips.
Plan the room around the buffet and drinks tables rather than adding them at the end. Leave clear routes between tables, and place coat racks where guests can reach them without blocking the entrance.
Prepare food in stages on the day: chill drinks first, wash fruit and vegetables, then prepare dessert, salads and hot dishes. Keep serving platters, trays, utensils and food warmers together so they are not searched for during service.
Print the program and make name badges before the venue opens. A final check of table linen, plates, glasses, cutlery, coffee cups and water jugs prevents a last-minute run to collect missing tableware.

Frequently asked questions

How far in advance should I send staff evening invitations?: Send invitations at least 3 to 4 weeks before the evening so people have time to reply. Set a response deadline about 10 days before the event, giving you time to finalise the guest list, menu and dietary information.
When should I collect dietary requirements for a staff evening?: Ask for dietary requirements with the invitation and close the list 7 to 10 days before the event. Check the final list against the menu before shopping and again before preparing the food.
How early should I arrive to set up a staff evening?: Allow at least 2 hours before guests arrive for a full setup. This covers opening the venue, arranging tables and chairs, setting the buffet and drinks tables, placing tableware, chilling drinks and testing the speakers and microphone.
How much tableware do I need for a staff evening?: Plan one dinner plate, dessert plate, cutlery set, water glass and wine glass per confirmed guest, plus at least 10% extra. For example, 40 guests means preparing 44 of each regularly used item where possible.

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.