Ordering cold drinks for an office event looks easy until the day itself. The drinks are warm when guests arrive, there is no more of the flavour everyone wanted, and a case of glass bottles is sitting there with nobody sure what to do about the crates. Almost every one of those problems is avoidable with a few decisions made in advance.
This guide covers how to choose formats, how to estimate quantities, how to store and chill drinks, and what to check on delivery. It uses Pepsi and Pakola as examples because they are two of the names our clients ask for most often, and because together they illustrate a useful point: a mix of an international cola and a local favourite suits Pakistani guests better than a single brand.
Pick the format for the occasion
The same drink comes in several formats, and each suits a different setting.
- Small PET bottles. The most practical option for meetings, seminars, and events where guests pick up a bottle and move on. Portion is controlled, there is less waste, and no one needs a glass.
- Large family bottles. Cheaper per litre and good for a canteen, a staff lunch, or a sit-down meal where drinks are poured at the table. They go flat if opened and left, so they suit situations where the bottle will be finished.
- Cans. Chill quickly and stack neatly in a cooler, but usually cost more per serving.
- Returnable glass bottles. Where available, these are often the cheapest per serving and many people prefer the taste, but they come in crates that carry a deposit and must be returned.
If you are unsure, small PET bottles are the safest choice for a corporate event. Ask your supplier which formats are currently in stock for each flavour, since availability can differ between brands.
Mix local and international brands
Guests at Pakistani events often have strong preferences. Some want a familiar cola, others ask for a local drink such as Pakola, which has its own loyal following and a distinct flavour that colas do not replace. Offering a cola, a lemon-lime drink, and one local option covers most tastes.
Include a sugar-free option as well. It is a small share of the total, but there is always someone who needs it, and running out of it is one of the most common complaints at events.
How many drinks do you need?
A practical rule for a three to four hour event is about two to three servings per guest in summer, and one to two in winter. Hot weather, outdoor venues, and long events push toward the higher end.
| Guests | Summer (2.5 servings) | Winter (1.5 servings) |
|---|---|---|
| 50 | 125 servings | 75 servings |
| 100 | 250 servings | 150 servings |
| 200 | 500 servings | 300 servings |
Cases hold a fixed number of bottles that varies with the format, so ask your supplier for the exact count and convert from servings. Then add about 10 percent. Unopened, properly stored drinks keep, so a small surplus costs you very little, while running short in the middle of an event costs a great deal.
Store and chill them properly
Soft drinks are forgiving, but a few habits make a visible difference.
- Store them in a cool, dry place, away from direct sunlight. Heat and light degrade flavour and can make bottles taste flat.
- Keep cases off the floor, on a pallet or shelf.
- Give yourself enough time to chill. A full case of room-temperature bottles takes several hours in a fridge or an ice-filled cooler to reach proper temperature.
- Do not freeze them. Frozen bottles can burst and leave the drink over-carbonated when it thaws.
- Stock the coolest drinks nearest the front, and top the coolers up during the event rather than all at once.
Plan delivery around the event
Deliver the day before if you have the space, so there is time to chill and to sort out any problem with the order. If that is not possible, agree a delivery window several hours before guests arrive, not one minute before. For larger events, ask whether the supplier can hold a small reserve for a top-up on the day.
If you use glass bottles
Returnable glass adds a small logistics task that surprises first-time buyers. Confirm the deposit per crate and per bottle, agree when empties will be collected, and count them before the driver leaves. Missing bottles are charged against your deposit. Keep the empties together in the same crates so the return goes smoothly.
What to check on delivery
- The quantity and flavours match your order, counted case by case.
- Caps are sealed and there is no sign of leakage or stickiness in the cartons.
- Cans are not dented or bulging.
- Every case carries a legible best-before or manufacture date, and the shelf life left is comfortable for your event.
Do this check while the driver is still there. It is far easier to correct a shortfall on the spot than the next morning.
What to include in your enquiry
Tell your supplier the date and time of the event, the number of guests, the brands and flavours you want, the format, whether you need a sugar-free option, and whether you need delivery to a specific floor or hall. This is what turns a vague price list into a real quotation.
BST PVT LTD supplies soft drinks, juices, bottled water, tea, coffee, and pantry items to offices, hospitals, schools, and institutions in Karachi and across Pakistan, for one-off events and for regular monthly supply. Share your guest numbers and date, and we will put together a quotation that fits.
Brand names mentioned in this article are trademarks of their respective owners. They are used only to describe products that buyers commonly request, and do not imply any affiliation with or endorsement by those companies.