Welcome Drinks Reception Checklist

A welcome drinks reception runs smoothly when guest numbers, dietary requirements and room setup are settled before the first arrival. Use this checklist to work from venue and invitations through registration, drinks, snacks and the welcome speech. Allow time to chill drinks, arrange the buffet and test the music before guests arrive. A short staffing plan also prevents the registration desk and welcome area from being left unattended.

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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

Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Process dietary requirements
Order drinks
Order snacks
Create a music playlist
Create the program and welcome speech
Do the shopping
2 people
Chill drinks
2 people
Check the snacks
2 people

Event

Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Hang decorations
2 people
Connect the music
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Staff the registration desk
2 people
Welcome guests
3 people
Give welcome speech
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
Empty trash bins
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Put furniture back
3 people
Remove decorations
2 people
Clean the room
3 people
Take out the trash
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar stoolsqty 8
Buffet tablesqty 3

Tableware

Reusable drinking glassesqty 80
Wine glassesqty 40
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8

Kitchen

Pitchersqty 4
Thermos flasksqty 4
Serving tongsqty 6
Bottle openersqty 3

Equipment

Coolersqty 4
Coffee machinesqty 2
Bluetooth speakersqty 2
Power stripsqty 4
Extension cordsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Name badgesqty 70
Vasesqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm registrations and dietary requirements before ordering groceries, drinks and snacks. Keep the final guest count and dietary notes together so the person checking the buffet can find them quickly.
Chill drinks several hours before opening, and place coolers near the serving area rather than relying on one distant fridge. Put bottle openers and pitchers out before guests arrive.
Set up registration, name badges and the welcome area first. Guests should be able to find the desk immediately, even while tables, chairs and decorations are still being checked.
Allow at least 30 minutes before opening to test Bluetooth speakers, power strips and extension cords, and to check the playlist. Keep cables away from walkways and the buffet.
Prepare coffee and tea separately from cold drinks, using coffee machines and thermos flasks so the hot-drink station does not slow down the welcome line. Put cups, plates and cutlery within reach before serving snacks.

Frequently asked questions

How early should I arrive for a welcome drinks reception?: Arrive at least 90 minutes before guests are due. Use the first 30 minutes to check the venue and equipment, then set up tables, chairs, the buffet, drinks, registration and decorations.
How many drinks should I order for a welcome reception?: Plan around two to three drinks per person for the first hour, then adjust for the expected length and guest profile. Include non-alcoholic options and order enough chilled storage for the full quantity.
When should I collect dietary requirements for a welcome drinks reception?: Ask for dietary requirements when sending invitations and close the collection at least 7 days before the reception. Review and process the responses before ordering snacks and groceries.
How long should a welcome speech be at a drinks reception?: Keep the welcome speech to around 5 minutes so it does not interrupt conversation or serving. Write it into the program and brief the speaker before guests arrive.

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