Mix, Mingle, Cheers! How to Plan a Flawless Cocktail-Style ReceptionMix, Mingle, Cheers! How to Plan a Flawless Cocktail-Style Reception

You don’t need to close your eyes to picture it: the hum of conversation, the clinking of glasses, soft music in the background punctuated by laughter here and there. Cocktail receptions are a timeless style of events, great for gathering people together to enjoy beverages and each other's company.

At social events, they allow people to connect with ease while chattering and drinking, often in between activities. The past few years have seen the rise of cocktail-style receptions replacing seated dinners at weddings (for more on wedding trends, click here).

In the corporate world, there are plenty of reasons to host a cocktail reception. “A company plans a cocktail party for two primary reasons: budget and variety,” says Fausto Pifferrer (Blue Elephant Events and Catering, Saco, ME).

Chris Sanchez, Managing Partner of LUX Catering & Events (Salt Lake City), adds, “Cocktail receptions give clients the chance to create a dynamic, engaging atmosphere where networking is effortless, and connections are made in a more experience-driven setting. Guests get to relax and immerse themselves in the brand in a way that’s natural and memorable.” It’s an easy way for a company to reinforce their brand, reconnect their team, and boost employee morale.

But there are benefits for event pros, too. “For us, it’s an opportunity to flex our creative muscles—from designing stunning hors d’oeuvres to crafting signature cocktails that complement the event’s aesthetic,” says Sanchez. “The logistics may be complex, but the payoff is worth it when you see guests delighted and the brand elevated to new heights.”

You’ve likely hosted a cocktail reception or two in the course of your career. Sometimes, as we learn and grow, it can be helpful to go back to the basics once we’ve mastered finer detail work. 

Here’s a crash course on how to plan a successful cocktail reception.

Salt Lake City Mayor Erin Mendenhall drinking from a custom branded "SLC" straw while hosting Sundance Insitute in her backyard. Event by LUX Catering & Events. Photo courtesy Billow & Mull

Set the scene

The venue is one of the most important factors in creating a great cocktail reception. Jim & Tonic, a distillery based in London, recommends choosing a venue “appropriate for your [client’s] company's brand and image. It should be large enough to accommodate your guests and have a good layout for mingling. It should also be convenient for your guests to get to and have good amenities.”

Sanchez notes a few things to look for in a venue. “The venue needs to reflect the client’s vision for the guest experience while offering practical solutions for everything from acoustics to lighting. The architecture and natural elements should enhance the event’s vibe without needing over-the-top decor. I love venues that offer seamless transitions—indoor to outdoor spaces or multi-level designs—to keep things interesting and encourage guests
to explore.”

Loni Peterson, MLS, of LP Creative Events (Denver, CO), says, “Make sure your venue capacity and space are appropriate for your guest count. You want there to be plenty of room for people to mix and mingle, space for either a food station(s) or servers passing apps, some cocktail tables, and some soft seating for guests if they want to take a load off.”

There are other things to look for, too. Lisa Costantini, Director of Events & Catering at Eatertainment Events & Catering (Toronto), adds, “Accessibility is also key; the venue should be located near public transit with ample parking. A unique setting with a distinctive aesthetic adds to the ambiance, creating a backdrop that aligns with the event’s theme or branding. Additionally, the venue should be equipped to support AV equipment for speeches or entertainment, as most corporate events include presentations or toasts.”

Remember, event attendees are increasingly looking for unique experiences. Choosing a venue that’s both interesting and functional guarantees a great start to the event.

Compressed watermelon, alpine strawberries, golden raspberries, white wine crema. Event by LUX Catering & Events. Photos courtesy Billow & Mull

Hit the right notes

Entertainment is a key factor in a good cocktail reception. Guests don’t want to have to talk to each other the entire time—and besides, it’s 2024; events big and small need to have an immersive, experiential element.

“For a high-energy event, go with live bands or DJs; for something more refined, acoustic music or jazz quartets are perfect,” recommends Sanchez. “Adding interactive elements—think mixology stations, stilt walkers, or a photo booth with a branded backdrop—adds personality and gets guests engaged. It’s all about the vibe you want to create.”

Also, think about adding high-engagement elements into the mix. “Activities like trivia games or themed photo booths can engage attendees and encourage participation,” says Costantini.

In fact, creative entertainment can be a way to set your cocktail receptions apart. “Thinking about entertainment or activations during cocktail hour is always fun! Is there a photo booth, a beer burro walking around serving drinks, watercolor artists, or custom poems?” Peterson muses. “Having simple things for your guests to engage with helps people get to know each other and makes it less awkward for those who struggle in networking situations.”

Make sure you have the right vendors working alongside you. “Depending on the event’s scale, you might need AV, lighting, or décor specialists,” says Sanchez. “If entertainment is central, a DJ, live band, or event interactive element provider can elevate the event. Local artisans are great for unique touches that give the event a sense of place and originality.”

Snack it up

The focus of a cocktail reception may be the beverages, but there absolutely must be food, both for the guests’ enjoyment and to help control alcohol consumption effects. 

“I’d recommend six to eight hors d’oeuvres per guest for a two-hour event, with a mix of passed items and food stations,” says Sanchez. “But let’s be clear: food stations are where the magic happens. Get creative—think themed stations that encourage guests to explore and mingle. If you’re going all out for a longer event, make sure guests don’t go hungry. Offer more substantial options. The trick is to make food part of the experience, not just a necessity.”

Pifferrer echoes this thinking. “We always suggest between eight to 10 passed bites for a cocktail party and plan for two of these each per person. This assumes that stationary offerings like cheese, fruit, and crudites will also be available.”

Work with your caterer to offer a variety of food heaviness options, from lighter hors d’ouevres to heavier snacks.

Event planner Penny Haas (Penny Haas, LLC) says that food stations can improve guest engagement if done creatively. “Action stations and displays are great for cocktail hour receptions. Create fun arrangements, small plates, and setups. Incorporate a chef experience to add some conversations and flair to the food. Action stations can also help you use different areas of the room and break up any buffet lines.”

Another exciting idea? Try using a grazing table to centralize food in a photo-worthy, art installation way!

One thing to keep in mind: “Too many passed options are only sometimes a good thing!” says Pifferrer. “We have found that eight to 10 is the magic number for passed bites. More than that can easily overwhelm the guests and unnecessarily complicate the process in the kitchen.”

With the right elements, a cocktail reception brings people together. Event by Penny Haas. Photo courtesy Feiten Photography

A toast to success

Clearly, the beverages are the main focus of a cocktail reception. There are several ways to approach this portion of the event.

Jim & Tonic suggests having multiple bar stations. “It will ensure that everyone has a place to get their drink and help avoid any bottlenecks at the bar.”

Sanchez agrees. “I love incorporating multiple bar locations to keep guests moving and [also] adding roaming bar carts or tray-passed drinks to cut down on lines. A great bar experience is all about flow and making sure no one has to wait too long for a perfectly crafted drink.”

“I always recommend at least two bars for every 100 guests,” says Pifferrer.

Pour Bar Services encourages adding to the guest experience by offering a welcome beverage. “Why not set out a welcome glass of ... champagne or fruity cocktail for a warm day or hot cocoa or coffee for your winter [events]? It's a personalized touch that sets you apart and gets your event off to the perfect start.”

It’s also important to provide options for those who don’t consume alcohol. A Catersource article published earlier this year highlighted the importance of offering non-alcoholic cocktails: “Inclusion is another major consideration that significantly intersects with the alcohol-free movement. Simply put, you should make sure that every attendee feels welcome at your events.”

You can also make things fun by offering a signature cocktail. “Using seasonal ingredients or even incorporating local flavors is a great way to add a twist as well. Displaying the drink in a fun way, such as custom signage or a unique serving station, adds a memorable touch for guests,” says Craig Peterman (Craig Peterman Photography). 

Another idea: make a splash using branded ice that features your client’s logo. In fact, the brand can be infused into every aspect of the event, not just the beverages. “It’s all in the details. Branded napkins, glassware, or even lighting projections make the brand pop without feeling overdone,” says Sanchez. “But let’s go deeper—pull in elements of the client’s history or culture or create custom maps guiding guests to different activations. It’s these thoughtful touches that take an event from good to unforgettable. Trust me, people will remember that custom stir stick or the signature cocktail named after the brand’s origin story.”

To sit or not to sit?

While most guests will probably stand, you’ll want to provide seating options, both to offer a respite to guests and to ensure accessibility. “Limited seating is best—lounge-style for about 10–15% of guests. I love creating intimate seating clusters where people can take a break, chat, or just admire the space. The idea is to keep people moving, so seating should be more of a feature than the main attraction,” says Sanchez.

Pifferrer recommends “seating for approximately a third of the guests at various high and low tables and lounge seating.This can vary depending on the needs of the guests.” He warns, “Sometimes, a client will push for seating for everyone, which we do not recommend. It confuses the guests to be seated at what they assume are dinner tables when no dinner will be served. It also makes it more challenging and awkward for the server team to pass bites to an entirely seated crowd. It just doesn’t work.”

Sanchez encourages keeping the furniture casual. “High-top tables for 25–30% of guests are perfect for a cocktail reception. You want people mingling, not sitting down for a full meal. But make sure there are enough surfaces for guests to set down their drinks while they’re networking or heading to the next food station.”

Fun for everyone

Speaking of inclusivity, make sure to get dietary preferences and restrictions from guests ahead of time. “Inclusivity is everything,” says Sanchez. “Make sure your menu covers vegan, gluten-free, nut-free, etc., but don’t make those options an afterthought. Seamlessly integrate them into the menu, so no one feels left out. It’s a creative challenge, but when done right, it makes the event feel effortlessly luxurious and thoughtful.”

This can even be the first step in planning the event. “Our first goal is to determine the client's expectations and needs,” says Pifferrer. “Is this a large meat-eating group? Are there many vegetarians? .... These factors will help us create a menu that meets the client’s various requirements.”

Interactive cocktails gets guests excited, like this added injection at an event by Your Jubilee Weddings. Photo courtesy Noa Giffel

Balancing the budget

With so many factors, how should the budget be spread?

“Prioritize food and beverage, because let’s face it, that’s where the magic happens,” says Sanchez. “Some clients opt for drink tickets to control costs, while others go all out with an open bar. I think it depends on the occasion—if you’re celebrating your team, cover everything. For industry events, you could offer a couple of drinks on the house and let guests purchase more if they choose. The key is to balance indulgence with a clear goal of the event. Beyond F&B, ensure there’s enough for entertainment, décor, and those little branded touches that elevate the experience.”

Make sure that your clients’ expectations are realistic, too. “Corporate clients are sometimes under the impression that a cocktail party is a cheaper alternative to a dinner,” says Pifferrer. “This can be true, but it is only sometimes an even switch. I always point out that if it is dinner time, we need to anticipate that guests will be arriving with dinner appetites. Hosting a cocktail party is not necessarily cheaper. We have earned a reputation in our market for always having ‘enough.’ We always aim for guests to leave feeling full, whether we have prepared a cocktail or dinner menu.”

“Budget allocation should reflect the priorities of the event,” says Costantini. “Generally, around 40% of the budget should go toward food and beverages, including passed hors d'oeuvres, drink service, and food stations. Venue and décor typically account for about 25%, as they play a key role in setting the atmosphere. Entertainment, such as live music or photo booths, should take up around 15% of the budget. Service staff should account for 10%, ensuring the event runs smoothly. The final 10% can cover miscellaneous items like transportation, permits, branded elements, etc.”

The right numbers

A reception might seem casual, but you’ll still want to be well-staffed.

“Staffing is everything,” says Sanchez. “I usually recommend one server per 15–20 guests and one bartender for every 75. This ensures that service is seamless, and guests feel taken care of.” He also recommends the event manager keep things moving smoothly. “There’s nothing worse than a slow line or a guest who can’t get a drink.”

Managing alcohol

One thing to be mindful of from the start is controlling alcohol consumption. Especially if there’s an open bar and smaller bites of food, it can be easy for guests to lose track of their drinking habits. Remember, overserving is a liability that can harm you and your business. You can get ahead of it by placing water stations around the room.

“If everyone’s driving, then yes, make sure to have ride-share partnership or taxi vouchers on hand,” suggests Sanchez. “I always say it’s better to over-prepare when it comes to guest safety.”

Hello, my name is...

There are other small touches you can add to make guests comfortable, especially if networking is the main object of the reception.

“Nametags can be fun and functional,” observes Sanchez. “Engraved or printed tags on stylish lanyards or pins can double as keepsakes, and if you’re feeling techy, digital nametags with wearable tech add a modern twist. It’s about making something mundane feel intentional and aligned with the event’s tone.”

You can take other actions to make guests feel comfortable if networking is the reason for the event: set up a check-in table, host an icebreaker portion of the event (or weave icebreakers into the fabric of the event), and work with the client to understand the guestlist ahead of time. “Consider incorporating QR codes that link to LinkedIn profiles for easy networking or nametags designed with fun facts about each guest! For larger events, drink charms or lapel pins could serve as both name identifiers and conversation starters,” suggests Costantini.

Cheers to success

At the end of the day, your creativity and effectiveness will make even the smallest reception memorable.

“Details, details, details,” emphasizes Sanchez. “A successful corporate cocktail reception isn’t just about food and drinks; it’s about creating an unforgettable guest experience. Thoughtful touches, seamless flow, and well-planned branding will leave guests talking about the event long after it’s over.”

Pifferrer notes, “We saw a marked change (especially with corporate clients) during and after the pandemic. Cocktail parties were always popular but not seen as an alternative to a sit-down dinner. During the pandemic, the trend was to plan cocktail parties, as they allowed people to space out and avoid groups seated at tables for prolonged periods. Everyone got used to this, and it has become much more common.”

Cocktail receptions are no longer a preamble; they are main event material and deserve to be treated as such. Work with your caterer to cover all your ground and get creative with ways to make the reception impact every guest.

“Planners need to maintain a detailed run-of-show schedule to ensure everything runs on time, and a pre-event walkthrough with venue staff will help avoid last-minute surprises. After the event, gathering feedback from the client is a valuable way to improve future events,” says Costantini.

If we learned anything from the pandemic, it’s that we as humans long for connection, and one of the easiest ways to make that happen is over a well-crafted beverage in an inviting space. Get creative with your cocktail receptions, and connection will follow. Cheers! 

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Catersource + The Special Event 2025 is excited to announce the addition of a new Beverage Garden to the Tradeshow Floor during this year’s conference. With the purchase of a special tasting ticket, attendees can take advantage of such experiences as: 

Bitters Bar: Attendees can step up and taste the differences between the same “types” of bitters between purveyors to understand how they can change the composition of a cocktail.

Garnish Goodness: Sample your way through various garnishes including olives, cherries, and pickled products. 

Liquid Loves: Taste various Bloody Mary mixes & discover the differences.

Fort Lauderdale Fling: Join our guest bartender, who will show you how to create the special CS+TSE show cocktail, the Fort Lauderdale Fling. The recipe will be shared for you to bring back to your kitchen. 

Plus, enjoy a wine tasting seminar on Wednesday or a non-alcoholic cocktail session on Thursday, among other activations.

Click here to learn more!