Planning A Wedding Reception Bar: A Step-By-Step Guide

Planning a bar for a wedding reception can be a daunting task. There are a few different options to consider, depending on your venue's rules, requirements, and budget. If you're looking for a low-maintenance option, a professional bar that's stocked and staffed by either the venue or a third-party full bar service is ideal. However, if you want more control over the bar menu and setup, you can opt for a DIY approach. Either way, the bar is an important part of the reception, and a good setup can really enhance the guest experience.

Budgeting for the bar

The first thing to consider when budgeting for a wedding reception bar is whether you want to hire a professional bar that's stocked and staffed by either the venue or a third-party full bar service. This option is typically the most low-maintenance, but it includes marked-up alcohol prices and service fees. If you're planning to stock and staff the bar yourself, you'll need to factor in the cost of alcohol, as well as any equipment and staff you might need to hire.

As a general rule, you should plan to allocate about 10 to 20% of your overall wedding budget for your reception bar. This will, of course, depend on your venue's rules and requirements, as well as your budget. If you're having a dry bar, you'll need to provide a mix of sodas, juices, flavoured waters, tea, and anything else your guests might like. If you're having an open bar, you'll need to stock a variety of alcoholic drinks, including beer, wine, and liquor.

When it comes to alcohol, a good rule of thumb is to assume each guest will consume one drink per hour of your reception. So, for a five-hour wedding reception with 100 guests, you'd need to have enough alcohol for 500 drinks. Keep in mind that some guests might drink more, some might drink less, but this equation provides a reliable starting point. When picking out alcohol, consider the following standard volume-to-quantity calculations: for wine, plan for one bottle per two guests; for liquor, plan for one litre per 20 guests; and for beer, plan for one bottle per guest.

Finally, don't forget to factor in the cost of any bar equipment you might need to hire, such as glasses, ice buckets, and cocktail shakers. You may also need to hire staff to serve drinks and keep the bar area tidy. By considering all of these factors, you can create a realistic budget for your wedding reception bar and ensure your guests have a great time.

Venue rules and requirements

When planning a bar for a wedding reception, the venue's rules and requirements will play a big part in what you can and can't do. If you're looking for the most low-maintenance option, a professional bar that's stocked and staffed by either the venue or a third-party full bar service is ideal. This typically includes marked-up alcohol prices and service fees, but it's a good option for couples who don't want the hassle of micro-managing their wedding reception bar.

If you're planning to manage the bar yourself, you'll need to check with the venue about what's allowed. Some venues may have strict rules about what types of alcohol can be served, and whether you're allowed to bring your own drinks or not. You'll also need to consider things like glassware and ice, and whether the venue has any restrictions on these.

It's important to plan your budget carefully, as the bar can be one of the most expensive parts of a wedding reception. As a general rule, you should plan to allocate about 10 to 20% of your overall wedding budget for the reception bar. This will cover the cost of alcohol, as well as any staff or equipment hire.

When it comes to drinks, you'll need to consider the different types of guests you'll be catering for. Non-drinkers will appreciate a selection of sodas, juices, flavoured waters, and tea, while light drinkers might prefer wine or a weak cocktail. For the heavy drinkers, you'll need to make sure you have plenty of beer, wine, and liquor options. Don't forget to also cater to the dancers, who will likely appreciate some refreshing options like punch or cocktails.

Alcohol quantities

Planning a bar for a wedding reception can be a tricky task, especially when it comes to alcohol quantities. As a general rule, you should plan to allocate about 10 to 20% of your overall wedding budget for your reception bar. This will depend on your venue's rules and requirements, as well as your budget. If you're looking for a low-maintenance option, a professional bar that's stocked and staffed by either the venue or a third-party full bar service is ideal. This typically includes marked-up alcohol prices and service fees, but it takes the hassle out of planning and managing your wedding reception bar.

If you're planning on supplying the alcohol yourself, a good rule of thumb is to assume each guest will consume one drink per hour of your reception. Some guests might drink more, some might drink less, but this equation provides a reliable starting point. For example, for a five-hour wedding reception with 100 guests, you'd need to have enough alcohol for 500 drinks. When picking out alcohol, keep in mind the following standard volume-to-quantity calculations: for beer, one keg is equivalent to 165 12-ounce servings; for wine, one 750ml bottle is equivalent to five glasses; for liquor, one 750ml bottle is equivalent to 16 one-ounce shots; and for champagne, one 750ml bottle is equivalent to six glasses. Remember that these are just estimated averages, and you can adjust your quantities based on your knowledge of your guests' drinking habits.

It's also important to consider the different types of drinkers you'll have at your wedding. Non-drinkers might appreciate a dry bar with a mix of sodas, juices, flavoured waters, tea, and other non-alcoholic options. Light drinkers might prefer wine or weak cocktails, so be sure to have a variety of red, white, and possibly blush wines available. Heavy drinkers might opt for stronger cocktails or liquor, so you'll want to have a good selection of spirits and mixers. And don't forget about the dancers who will likely work up a sweat and need some refreshing drinks to keep them going!

To ensure you have enough alcohol for your wedding reception, it's always better to overestimate rather than underestimate. You don't want to run out of drinks halfway through the night. Consider buying alcohol in bulk or taking advantage of case discounts to save money. And don't forget to stock up on plenty of ice, mixers, and garnishes to complete your bar setup!

Non-alcoholic options

When planning a bar for a wedding reception, it's important to remember non-alcoholic options for non-drinkers. A dry bar can be a good option, with a mix of sodas, juices, flavoured waters, tea, and anything else you love. If you have a full open bar, you could also offer sodas, or feature punch at the bar.

For a five-hour wedding reception with 100 guests, you’d need to have enough non-alcoholic drinks for 500 drinks. This is based on the general rule that each guest will consume one drink per hour of your reception. Some guests might drink more, some might drink less, but this is a reliable starting point for your planning.

If you're looking for specific non-alcoholic drink ideas, you could try:

• Sparkling water with a twist of lemon or lime
• Iced tea
• Fruit juices
• Mocktails (non-alcoholic cocktails)
• Smoothies
• Milkshakes

Remember to also provide plenty of water and tea, as these are always popular options for guests who don't want alcohol.

Bar setup

Planning a bar for your wedding reception is an important part of the day, as it's likely to be one of the most popular elements for you and your guests. There are a few different options to consider, depending on your venue's rules, requirements, and your budget.

If you want a low-maintenance option, a professional bar that's stocked and staffed by either the venue or a third-party full bar service is ideal. This typically includes marked-up alcohol prices and service fees, but it's a good option for couples who don't want the hassle of managing their wedding reception bar.

If you're providing your own drinks, you'll need to consider the number of guests and the duration of the reception. As a general rule, assume each guest will consume one drink per hour of the reception. For a five-hour wedding reception with 100 guests, you'd need to have enough alcohol for 500 drinks.

When picking out alcohol, keep in mind the following standard volume-to-quantity calculations:

• 1 bottle of wine = 5 glasses
• 1 bottle of champagne = 6 glasses
• 1 bottle of liquor = 25 drinks
• 1 keg of beer = 165 drinks

A typical wedding bar setup should cover non-drinkers, light drinkers, heavy drinkers, and dancers. For non-drinkers, consider providing a mix of sodas, juices, flavoured waters, tea, and anything else you love. Light drinkers might prefer wine or a weak cocktail, so be sure to have a refreshing, light white wine and a full-bodied red wine.

Frequently asked questions