Organising a leaving party at work: budget, quantities and running order
Leaving party at work: €29.90 excl. VAT per person for a cocktail reception, quantities from 15 to 50 people, a one-hour running order and an announcement email to copy.
A leaving party for 20 people comes to €770.60 excl. VAT for an 8-canapé cocktail reception, alcohol-free drinks and delivery included, so €38.53 excl. VAT per person, and starts at €149 excl. VAT as an afternoon break. Here are the format, the quantities, the running order and the announcement email to copy. For after-work events in general, see the after-work drinks and leaving party guide.
Which format should you choose for a leaving party?
Choose the format by time of day: an afternoon break from €6 excl. VAT per person in the afternoon, an 8-canapé cocktail reception at €29.90 excl. VAT at the end of the day, a 12-canapé cocktail reception at €40.90 excl. VAT if it replaces lunch. The table gives the total for 20 people, including the €29 excl. VAT delivery.
| Format | Time | Price per person excl. VAT | Total excl. VAT for 20 people |
|---|---|---|---|
| Large lemon meringue tart, 2 tarts serving 10 to 12 people | Late afternoon | €5.99 | €148.80 |
| Afternoon break | Afternoon, 20 to 30 minutes | from €6 | €149 |
| L'Invitation cocktail reception, 8 canapés | End of the day, 1.5 to 2 hours | €29.90 | €627 |
| La Réception cocktail reception, 12 canapés | Midday or early evening | €40.90 | €847 |
| Le Jardin sharing menu, vegetarian | Lunch | €34.90 | €727 |
The cocktail packages are detailed on the corporate cocktail receptions page.
What budget should you plan for a leaving party cocktail reception?
Allow €37 to €39 excl. VAT per person for an 8-canapé cocktail reception with a flute of 0% Chardonnay and two glasses of juice, delivery included. The table gives the quantities and the total from 15 to 50 people.
| Headcount | Canapés (8 per person) | 0% Chardonnay (1 flute per person) | Juice (2 glasses per person) | Total excl. VAT | Per person |
|---|---|---|---|---|---|
| 15 | 120 | 3 bottles | 6 L | €585.20 | €39.01 |
| 20 | 160 | 4 bottles | 8 L | €770.60 | €38.53 |
| 30 | 240 | 5 bottles | 12 L | €1,124.50 | €37.48 |
| 50 | 400 | 9 bottles | 20 L | €1,866.10 | €37.32 |
Calculation for 20 people: 20 × €29.90 = €598; 4 × €16.90 = €67.60; 8 × €9.50 = €76; delivery €29; total €770.60. A 75 cl bottle serves about 6 flutes, a litre of juice fills 5 glasses. The details are in the guide to the alcohol-free corporate cocktail reception.
How many canapés per person for a leaving party?
Allow 6 to 8 canapés per person for a one-hour party at the end of the day, 12 to 14 if it replaces lunch and 16 to 18 if it replaces dinner. Add a 10% margin on the confirmed headcount: for 20 people expected, order for 22. The price per person does not change; only the quantity is adjusted.
Which canapés should you serve at a leaving party?
The L'Invitation package includes 6 savoury and 2 sweet canapés per person: for 20 people, 120 savoury and 40 sweet, before the 10% margin. The savoury ones are cheese gougères, choux craquelin with tapenade, pissaladière tartlet, beetroot and goat's cheese millefeuille, tandoori chicken skewer and mini cheeseburger; the sweet ones, the all-chocolate tartlet and the fresh fruit skewer.
What running order for a one-hour leaving party?
A leaving party fits into one hour: 15 minutes of welcome, a word from the manager and the gift presented before minute 25, then the toast, the buffet and conversation. The table gives the timing and the person in charge of each step.
| Minute | Step | Who |
|---|---|---|
| Before | Delivery from 6:30 am; platters laid out and drinks chilled. Delivery does not include set-up | Office manager |
| 0 to 15 | Welcome, drinks served on arrival | Office manager |
| 15 to 25 | A word from the manager (3 to 5 minutes), presentation of the joint gift | Manager |
| 25 to 30 | Toast with the 0% Chardonnay or a glass of juice | Everyone |
| 30 to 55 | Savoury buffet, conversation, the person leaving circulates | Everyone |
| 55 to 60 | Sweet things, coffee, group photo | Everyone |
Who orders, and when?
The office manager orders once the manager has approved the budget: the quote is sent within 24 hours, and the firm order can be placed until 2 pm the day before. Here is the simplest timeline.
- As soon as the date is known: quote request with the estimated headcount.
- 3 days before: chase up replies and collect dietary requirements.
- The day before, before 2 pm: firm order with the confirmed headcount plus 10%.
- From 50 people or for several sites: 48 hours' notice recommended.
The full checklist is in the office manager's checklist for ordering a caterer.
Which announcement email should you send for a leaving party?
An announcement email fits in five lines: the reason, the date, the venue, the reply deadline and the person in charge of the gift. Copy the template and replace the brackets.
Subject: Leaving party for [First name], on [day] at [time]
Hello everyone,
[First name] is leaving the company on [date]. We are holding a leaving party on [day] at [time], in [venue], to thank them and wish them all the best.
Please reply before [deadline] so that we can place the order: attending yes or no, and any dietary requirement (vegetarian, gluten-free, allergy).
A collection is open for the joint gift: [person in charge or link]. Everyone gives what they wish; €[suggested amount] is a good guide.
Kind regards,
[First name, job title]
How do you organise the joint gift?
Appoint a single person to run the collection, give a suggested amount in the email and set a closing date four days before the party. A suggested amount of €5 gives €150 with 30 contributors. The person in charge buys the gift and prepares a signed card, presented after the manager's word.
What changes for a retirement?
For a retirement, expect more guests (former colleagues, other departments) and move up a level: 50 people with a 12-canapé cocktail reception, drinks included, come to €2,416.10 excl. VAT, so €48.32 excl. VAT per person. The calculation: 50 × €40.90 = €2,045; 9 × €16.90 = €152.10; 20 × €9.50 = €190; delivery €29. Quantities are detailed in the guide to the corporate cocktail reception for 50 people.
Which common mistakes should you avoid for a leaving party?
- Ordering from the guest list rather than from the replies received: chase up at D-3 and order for the confirmed headcount plus 10%.
- Forgetting dietary requirements: vegetarian, vegan and gluten-free are specified when ordering, not on site.
- Leaving the buffet open during the manager's word: welcome people first, serve afterwards.
- Not appointing anyone for set-up: delivery includes neither set-up nor collection.
- Providing separate drinks for those who do not drink alcohol: an entirely alcohol-free menu avoids singling anyone out.
Frequently asked questions about leaving parties at work
What budget should you plan for a leaving party of 20 people?
For 20 people, allow €770.60 excl. VAT for an 8-canapé cocktail reception: €598 of canapés, €67.60 of 0% Chardonnay, €76 of juice and €29 of delivery, so €38.53 excl. VAT per person. As an afternoon break, the same leaving party starts at €149 excl. VAT including delivery.
How many canapés per person for a leaving party?
Allow 6 to 8 canapés per person for a one-hour party at the end of the day, 12 to 14 if it replaces lunch and 16 to 18 if it replaces dinner. Add a 10% margin on the confirmed headcount: for 20 people with 8 canapés, 160 canapés, so 176 with the margin.
How many drinks should you order for a leaving party of 30 people?
For 30 people, plan 5 bottles of 0% Chardonnay (one flute per person, 6 flutes per bottle) and 12 litres of juice (two glasses per person, 5 glasses per litre). That comes to €198.50 excl. VAT of drinks, so €6.62 excl. VAT per person.
Until when can you order for a leaving party?
Orders can be placed until 2 pm the day before, for delivery from 6:30 am Monday to Friday. From 50 people or for several sites, 48 hours' notice is recommended. The quote is sent within 24 hours, with a €50 minimum order (excl. VAT).
Can you hold a leaving party with just a cake?
Yes. The large lemon meringue tart serves 10 to 12 people for €59.90 excl. VAT: two tarts cover 20 people for €119.80 excl. VAT, so €148.80 excl. VAT with the €29 delivery. Add drinks if the party lasts more than half an hour.
Does the leaving party suit guests who do not drink alcohol or do not eat pork?
Yes, it is the standard: everything is halal and pork-free by default, alcohol-free and at no extra cost. Vegetarian, vegan and gluten-free options are specified when ordering, with the number of guests concerned. Traces of gluten remain possible, as the kitchen handles flour.
How do you request a quote for your leaving party?
Give the date, the headcount and the address: the quote is sent within 24 hours, with company invoicing, VAT and purchase orders accepted. Request your quote. L'Écrin Traiteur prices, October 2026.
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