A drinks reception sets the tone for the rest of your event. The right combination of poseur tables, glassware, and service equipment keeps guests comfortable and the canapé service running without gaps.
A drinks reception sets the tone for the rest of your event. The right combination of poseur tables, glassware, and service equipment keeps guests comfortable and the canapé service running without gaps.
A drinks reception sets the tone for the rest of your event. The right combination of poseur tables, glassware, and service equipment keeps guests comfortable and the canapé service running without gaps.
\n\nPoseur tables are the backbone of a standing reception. The standard rule is one poseur table per 8 to 10 guests, which gives people somewhere to rest their drinks without crowding any single table.
\n\nFor 50 guests, that means 5 to 6 poseur tables. For 100 guests, plan for 10 to 12. Poseur tables are also useful at room edges and near the bar for guests to set glasses down while they talk.
\n\nExpo Hire stocks a range of poseur tables for hire, including round-top and square-top options in bar height.
\n\nGlassware quantities depend on reception length. For a one-hour reception, allow 1.5 glasses per person. For a two-hour reception, allow 2.5 glasses per person.
\n\nThese figures account for breakages and glasses set down and forgotten. For 80 guests at a two-hour reception, that is 200 glasses minimum.
\n\nIf you are serving both prosecco and water, calculate separately. Champagne flutes and water glasses are usually different items on your hire order. Expo Hire's glassware hire range covers champagne flutes, wine glasses, water glasses, and highballs.
\n\nA mobile bar needs a clear plan before the event starts. You will need a bar table or counter, ice buckets (at least one per 20 guests for a chilled drinks service), a surface for bottles and mixers, and waste bins within arm's reach.
\n\nFor outdoor or marquee receptions, consider where power is available if you need chilled service or a drinks fridge. Ice buckets with bottle holders are a practical solution when refrigeration is limited.
\n\nCanapé service during a drinks reception requires serving platters, napkins, and enough waiting staff to circulate. From a hire perspective, you will need serving dishes and trays if your caterer does not supply their own.
\n\nCheck with your caterer what they bring and what they expect you to provide. Outside caterers often expect the hire company to supply service equipment. Expo Hire's catering equipment hire range includes platters, serving dishes, and chafing dishes for hot canapés.
\n\nThe transition from a drinks reception to a sit-down dinner is one of the busier moments of an event. Tables need to be clear, chairs positioned, and the room turned over within a short window.
\n\nIf your reception space and dining space are separate, poseur tables can stay in place for guests to return to during the meal break. If you are using the same room, you will need a clear plan for how furniture moves.
\n\nFor seated dinners, poseur tables move to the edges or bar area while round or trestle dining tables take centre stage. Build this transition time into your run-of-day.
\n\nAn ice bucket for every three to four poseur tables keeps bottles accessible. For a 100-guest reception with 10 poseur tables, three to four ice buckets at table clusters is a working starting point.
\n\nOrder more ice than you think you need, especially for summer events. Ice melts faster than expected in warm venues, and running out mid-reception creates problems that are hard to fix on the spot.
\n\nThese are starting points, not fixed rules. Your caterer may have their own requirements, and some venue setups will change the numbers.
See also: cocktail party hire guide and event quantities guide.
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