Deborah Chan
Planning a wedding can be stressful, especially when it comes to budgeting for alcohol. Many couples wonder how long it will take for their guests to rack up a bar tab and how much they should expect to pay. While there is no one-size-fits-all answer, several factors influence the cost, including the number of guests, the types of drinks served, and the duration of the reception. Couples can also choose to implement strategies such as drink tokens or time limits to help manage costs.
| Characteristics | Values |
|---|---|
| Number of guests | 20-150 |
| Number of non-drinking guests | 10-15 |
| Average number of drinks per guest | 2-5 |
| Average cost per drink | $5-$12 |
| Bar tab price | $1,500-$3,500 |
| Bar tab timing | Unlimited, limited time, or after a certain amount |
| Bar tab features | Beer, wine, spirits, cocktails, soft drinks |
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What You'll Learn
Budgeting for a bar tab
Number of Guests
Start by estimating the number of guests who will be drinking alcohol. Consider that some guests might be underage, while others may abstain from alcohol due to personal preferences or religious beliefs. For example, if you have 150 guests, you might estimate that 10 are underage, and 10-15 don't drink alcohol, leaving around 125-135 guests who will be drinking.
Average Consumption
Estimating the average number of drinks per guest is crucial. A common estimate is to assume one drink per hour per guest. However, some guests may have more or fewer drinks, so you might want to add an extra drink or two to your estimate to account for heavier drinkers. For example, if your reception lasts four hours, you could estimate each guest will have four to five drinks.
Drink Options
The type of drinks you offer can significantly impact your budget. Spirits and cocktails tend to be more expensive than beer and wine. If you want to include spirits, consider offering a limited selection or setting a maximum number of spirit drinks per guest to control costs. Alternatively, you could stick to beer, wine, and soft drinks to keep things simpler and more affordable.
Drink Prices
Drink prices can vary widely depending on your venue and location. Drinks in some venues may cost around $4 to $7, while others charge $9 to $12 per drink. Tax and service charges can also add up, typically ranging from $1 to $3 extra per drink. It's essential to get a price list from your venue or caterer to accurately estimate the cost per drink.
Budgeting Strategies
- Fully hosted bar: You pay for all the beverages consumed by your guests. This option can be more challenging to budget for, as it depends on your guests' consumption.
- Partially hosted bar: You agree to pay for a certain number of drinks or up to a specific dollar amount. Once that limit is reached, guests pay for their drinks. This gives you more control over your budget.
- Open bar with restrictions: Offering only beer and wine can be a more cost-effective option than a full open bar. It allows guests to have unlimited drinks without breaking your budget.
Example Budgets
To give you an idea of budgeting, here are a few examples:
- For 100 guests, a budget of $2,500 might be a good starting point, assuming an average of five drinks per guest at $5 each.
- For 150 guests, a budget of $6,000 to $9,000 for a 4-5 hour event is recommended, which equates to around $40 to $60 per guest.
- For a smaller wedding of 20 people, assuming one drink per hour plus one extra for each legal guest, you can estimate the cost based on the average cost per drink.
Remember, these are just estimates, and the actual cost may vary depending on your guests' drinking habits and the drink prices at your venue. It's always a good idea to discuss your budget and options with your venue or a wedding planner to get a more accurate estimate.
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Open bar pros and cons
Open bars at weddings have been a popular choice for many couples. According to The Knot 2021 Real Weddings Study, 79% of couples offered an open bar at their wedding. However, a fully-stocked open bar is no longer the norm, with couples opting for more creative and cost-effective alternatives.
Pros
An open bar at a wedding is a nice gesture to your guests, who have likely already spent money on wedding-related expenses. It provides a pleasant hospitality experience and shows your appreciation for their presence. It also means your guests don't need to worry about bringing cash or a card, and there are no transactions to slow down service at the bar. This can also help to reduce queues and wait times, and guests can enjoy the occasion without distraction.
An open bar can also be a great conversation starter and a way to get guests mingling, especially with friends-of-friends. It can add to the atmosphere and enhance the celebration, and guests are likely to be delighted by this feature.
Cons
The main drawback of an open bar is the cost, which can quickly inflate your wedding budget. With an open bar, you pick up the entire tab, and this can be up to seven times more expensive than a cash bar. There is also the potential for overindulgence, which could lead to excessive drinking and unruly behaviour.
Another consideration is that guests may linger around the bar instead of engaging with other activities at the event. The bar may become the unofficial hang-out spot, which could impact the overall atmosphere and experience you wish to create.
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Bar tab alternatives
If you're looking for alternatives to a bar tab at your wedding, there are a few options to consider. Here are some ideas to get you started:
- Limited bar tab: You can set a limit on the bar tab, either by specifying a dollar amount or by choosing a certain number of drinks per guest. Once the limit is reached, you can decide whether to close the bar, switch to a cash bar, or add more money to cover additional drinks. This option gives you more control over your spending while still offering your guests a selection of drinks.
- Beer and wine only: Instead of offering a full bar, you can opt to only serve beer and wine. This can help reduce costs and simplify the drink options. You can also include a signature cocktail or two to add a special touch.
- Open bar for a limited time: Another option is to have an open bar for a specific time frame, such as during a cocktail hour between the ceremony and reception. After that, you can switch to a cash bar or offer only beer and wine. This way, you can treat your guests to a variety of drinks without breaking the bank.
- Pre-purchased drinks: Consider pre-purchasing drinks in bulk, such as a keg of beer or bottles of wine, which can often be more cost-effective than paying per drink. You can also look into bringing your own alcohol, as some venues allow this and it can help you save money.
- Drink tickets or tokens: Providing each guest with a set number of drink tickets or tokens can help you manage your drink budget. This way, guests can choose their preferred drinks, but the number of drinks is limited.
- Welcome drink and toast: If you want to keep things simple and cost-effective, you can offer a welcome drink as guests arrive and a drink for the toast, and then have a cash bar for any additional drinks. This ensures that guests have at least one drink covered, and they can purchase more if they choose to.
Remember, when deciding on bar options for your wedding, it's important to consider your budget, the number of guests, and their drinking preferences. By choosing an alternative to a traditional open bar, you can find a balance between hospitality and financial responsibility.
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How to limit bar tab costs
It's important to consider how to limit bar tab costs when planning a wedding, as this can be one of the most significant expenses. Here are some strategies to keep costs under control while still providing a festive atmosphere for your guests:
Choose a Limited Drink Menu
Instead of offering a full bar, consider opting for a selection of beer and wine, or even a signature cocktail. This simplifies the drink menu and typically results in lower expenses than offering a variety of spirits. For example, you could choose a local craft beer alongside a house red and white wine. By limiting your offerings, you can negotiate better prices with suppliers and reduce the complexity of your beverage service. A limited drink menu also allows you to purchase ingredients in bulk, which can lead to significant cost savings.
Consider a Consumption Bar
If you know that a significant number of your guests don't drink, ask your venue about a consumption bar. With this option, you're only charged for the drinks that are ordered, rather than a per-head fee. This can be a great way to reduce costs if a large portion of your guests won't be drinking alcohol.
Negotiate with Vendors
Don't be afraid to negotiate with your vendors to get the best prices. If you're providing your own alcohol, shop around for suppliers and compare prices. You may be able to get a better deal by purchasing in bulk or negotiating a package deal.
Manage the Bar Service
There are a few ways to manage the bar service to keep costs under control. One option is to close the bar for 30-45 minutes during key moments, such as cake cutting, speeches, or the first dance. Most guests will already have a drink in hand from cocktail hour, and closing the bar temporarily can help reduce consumption without impacting the festive atmosphere.
Another option is to discuss with your venue whether you can switch to just beer and wine for dinner, which can also help bring costs down.
DIY and Alcohol Alternatives
Embracing DIY solutions and exploring alcohol alternatives can also help to reduce costs. For example, you could create a fun and unique signature cocktail using less expensive ingredients, or offer non-alcoholic options such as flavoured water or lemonade.
Plan and Budget Carefully
Careful planning and budgeting are essential to managing bar tab costs. Consider the number of guests, the duration of the reception, and the average number of drinks per person. Use industry-standard calculations to estimate the number of bottles or servings needed, and always err on the side of caution when budgeting to avoid unpleasant surprises.
Additionally, be mindful of your guest's drinking habits. If you anticipate heavy drinkers or know your guests prefer cocktails, budget accordingly and consider the calibre of liquor you will be serving.
By following these strategies, you can effectively limit bar tab costs while still providing a memorable and enjoyable experience for your guests.
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What drinks to include in the bar tab
When it comes to choosing the drinks to include in your wedding bar tab, there are a few things to consider. Firstly, it's important to cater to a range of tastes and preferences. Offering a variety of options, from alcoholic to non-alcoholic drinks, will ensure that all your guests are accommodated. Here are some specific suggestions for drinks to include:
Alcoholic Drinks
- Beer and Wine: These are classic choices for a wedding bar. You can offer a selection of beers, including craft beer, and both red and white wine. If you want to add some variety, you could also include rosé and sparkling wine.
- Spirits: Including spirits can be a more expensive option, but it gives your guests more choices. You can choose from 'house' spirits or opt for 'top-shelf' options. Alternatively, you could limit spirits to only the wedding party or a specific favourite liquor.
- Cocktails: Signature cocktails are a fun and creative way to personalise your wedding bar. You could opt for classic cocktails like margaritas or whiskey sours, or create unique drinks with names inspired by the couple, such as "The Groom's Old Fashioned" or "The Bride's Blushing Bellini". Vodka and whiskey cocktails tend to be popular, and you can also offer non-alcoholic versions for those who don't drink alcohol or want a break from drinking.
Non-Alcoholic Drinks
- Soft Drinks: It's important to provide a range of non-alcoholic options, such as soda, iced tea, hot coffee, and, of course, water.
- Mocktails: These are a great way to ensure that non-drinkers and younger guests can still enjoy a fun and sophisticated drink.
- Juice Bar: A juice bar can be a fantastic, healthy option for guests of all ages, offering fresh, non-alcoholic drinks.
- DIY Sangria Station: Setting up a DIY sangria station with various fruits and juices allows guests to create personalised drinks and adds an interactive element to your wedding bar.
Remember, the type of bar you choose (open bar, hosted bar, or cash bar) will also impact the drinks you include. An open bar gives guests free rein to order any drink, while a hosted bar may have a set amount or specific drink options. A cash bar, where guests pay for their drinks, is also an option but is generally less favoured by guests.
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Frequently asked questions
This depends on the number of guests, how much they are likely to drink, and the type of drinks you are providing. A common rule of thumb is to budget for one drink per person per hour, plus a drink to toast with. If you are providing wine, budget for a small glass per person. If you are providing beer, budget for a pint per person. If you are providing spirits, budget for single shots with mixers. You can also offer a signature cocktail, which can be batched in advance.
You can set a limit on the total amount to be spent on the bar tab. Brief the bar staff so they are aware of the limit and keep track of the total as the night goes on. If the limit is reached, the bar can switch to a cash bar, or you can choose to add more money to cover drinks.
You could offer to pay for drinks only until a certain time, after which guests pay for their own drinks. You could also offer to pay only for certain types of drinks, such as beer and wine, and have guests pay for any spirits or cocktails they want.
