What is a reception? And how does it differ from a drinks party?

A reception gets mentioned in the same breath as a drinks party or a walking dinner, but what actually sets a reception apart isn't always clear. Not even to the client requesting it. Yet the type of reception has a big say in what you need to arrange in bites, drinks and service. This article covers what a reception involves, and how it compares to the other formats you work with as a caterer.

What exactly is a reception?

A reception is a standing get-together built around a specific occasion, such as an anniversary, an opening, a farewell or a toast after a wedding. Guests arrive and leave whenever suits them, there's no fixed moment to eat, and the focus is on meeting each other and raising a glass with a bite in hand.

A reception usually runs shorter than a drinks party or an evening event, typically one to two hours. That short window is exactly what makes your planning different from an evening that runs on.

The difference from a drinks party and a walking dinner

A drinks party is looser in setup and often runs longer, without needing a specific occasion behind it. At a walking dinner the bites replace a full main menu, spread over several courses and stations. At a reception the food is usually more limited: small bites that accompany the drinking, not meant to replace a meal.

You see that difference reflected in the drinks too. At a reception, the range on offer is often deliberately small: sparkling wine or a glass of wine for the toast, beer, soft drinks and coffee. An extensive cocktail list belongs more to a drinks party that runs all evening. You can read how to cost that kind of drinks offer in putting together drinks packages.

When should a caterer run a reception

Receptions come up often for company anniversaries, the opening of a new site, retirement, or celebrating a birth or wedding. Because guests arrive and leave less predictably than at a dinner, you usually work with bites you can easily top up or replenish during the reception, rather than putting everything out at once.

It's almost always busiest right after the official start, when everyone arrives at once for the toast. Plan your service around that, and spread the rest of your bites over the hours after. Also see catering formats for caterers for how a reception compares to the other formats you offer as a caterer.

How much do you charge per guest at a reception?

Four to six small bites per guest is a good starting point for most receptions. If the reception falls around mealtime, guests eat more of them than if it's held mid-afternoon, so that number climbs.

Put those numbers in your quote per guest, not as one round amount for the whole group. At a reception the guest count almost always shifts at least once more, and then you want to be able to recalculate without redoing your whole costing.

Frequently asked questions

How long does a reception usually last?

Usually between one and two hours. Guests often arrive and leave whenever suits them, unlike a drinks party or an evening event that runs longer.

How many bites should I plan per guest at a reception?

Plan for less than a full walking dinner, since the bites mainly accompany the drinking and don't need to replace a meal. Four to six small bites per guest is a good starting point for most receptions.

Is a reception the same as a drinks party?

Not quite. A reception is tied to a specific occasion and usually runs shorter, while a drinks party is looser in setup and often runs longer.

What's the difference between a reception and a walking dinner?

At a walking dinner, the bites replace the main menu, spread over several courses and stations. At a reception, the bites accompany the drinking and the range stays smaller. A walking dinner also runs longer as a result and needs more service.

Can I top up food during a reception as a caterer?

Yes, that's actually standard at a reception, since guests arrive at different times. Work with bites you can top up or replenish quickly, rather than putting everything out at once.

Catermonkey works out a reception per guest, so a change in guest numbers feeds straight through into your bites, your drinks and your staffing. You see the new numbers before you resend the quote.

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