Rhiannon Hendricks
Planning a wedding reception can be stressful, especially when it comes to deciding on the drinks. While some couples opt for an open bar, others prefer to limit their options to beer and wine. This can be a great way to save money and avoid the chaos that can sometimes come with a full bar. However, it can be tricky to know how to communicate this to your guests. Some people suggest only mentioning the free beer and wine on your wedding website and at the bar, while others recommend including a note on the invitation or menu cards. Ultimately, it's up to you how you want to word it, but it's important to consider all the variables, such as the number of guests, the length of the reception, and whether your guests are big drinkers or not.
| Characteristics | Values |
|---|---|
| Wording on invitation | "Limited beer and wine bar available" or "Beer and wine reception" |
| Wording on website | "Join us for a wine and hors d’oeuvre reception following the ceremony" or "Beer and wine will be available at the reception" |
| Wording at the bar | "Beer and wine compliments of the bride and groom" |
| Amount to buy | A case of beer contains 24 bottles or cans; a case of wine contains 12 bottles. Plan for 3-5 bottles of beer per person and half a bottle of wine per person, factoring in spillage. |
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What You'll Learn
Beer and wine are acceptable and common
Beer and wine are perfectly acceptable drinks to serve at a wedding and are, in fact, common choices. Many couples opt for beer and wine only, as hard liquor can be costly and is not to everyone's taste. It is also a good way to keep the wedding classy and elegant, as guests are less likely to get too "wild" or "sloppy" when there are no spirits involved.
If you are worried about the cost of an open bar, beer and wine are a great alternative. You can also offer a selection of non-alcoholic drinks, such as soda, juice, iced tea, and water, which can be a good option for daytime weddings. If you are set on serving spirits, you could consider a limited selection of the most popular options, or provide a signature cocktail in addition to beer and wine.
When it comes to quantities, it is always better to have more than enough than to run out. As a rule of thumb, you can estimate that each guest will consume one drink per hour or about five drinks throughout the evening. For a shorter reception, you could plan for around three or four bottles per person. If you are offering wine, don't forget to factor in spillage, as more bottles than needed will likely be opened.
If you are concerned about how to word the availability of beer and wine on your invitations, you could simply state "reception to follow" or "dinner, drinks, and dancing." If you are offering other drinks besides beer and wine, you may want to indicate this on your wedding website or at the bar, focusing on what you are providing rather than what you are not. For example, you could post "beer and wine compliments of the bride and groom" at the bar.
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How to calculate the amount of beer and wine to buy
There are many ways to communicate to your guests that the wedding reception will be beer and wine-free. You could indicate it on your wedding website and on the menu cards on the night of the reception. You could also include it on the information card that shows the meal options and directions from the ceremony to the reception site. A creative way to word it could be "join us for a wine and hors d'oeuvre reception following the ceremony". You could also include a note at the bar and focus on what you are offering, instead of what you aren't. For example, "beer and wine compliments of the bride and groom".
Now, for calculating the amount of beer and wine to buy for your wedding reception, there are a few things to consider. Firstly, it is important to know how many guests will be attending the event and who are of drinking age. If there are certain people attending who you know are non-drinkers, you can subtract them from the list. Secondly, the drinking habits of your guests should be considered. If you are expecting a lot of heavy drinkers, you may want to purchase more alcohol than if your guests are mostly light drinkers. Thirdly, the style of your wedding will play a role in the bar menu. For example, a casual backyard BBQ wedding will lend itself more to refreshing beverages and beer, whereas an elegant cocktail reception might feature more spirit-forward options.
It is also important to consider the duration of your event. Wedding expert Joshua Mentrup advises assuming each guest will consume one drink per hour or about five drinks throughout the evening. Generally, people tend to consume more earlier in the event but slow down later on, so the drinks per guest per hour are higher for an event under 3 hours. If you are hosting a brunch or lunch wedding, you can scale back the total served drinks by 15%. If your wedding is in the summer or a warmer climate, you will likely need more white wine, beer, refreshing cocktails, and water. Don't forget to also account for any after-parties when planning your event duration.
To make the process easier, you can use a wedding drink calculator that will help you determine how many bottles of wine and beer you will need based on your specific guests. These calculators can be found on websites such as Hub Tap and Moonlight Bridal. When using a calculator, it is recommended to estimate a bit higher just to be prepared. According to retailers such as Total Wine & More and BevMo!, for each adult guest attending your wedding, plan on two drinks for the first hour and one drink for each additional hour of the event.
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How to inform guests about the free beer and wine
There are several ways to inform your guests about the availability of complimentary beer and wine at your wedding reception. Here are some suggestions:
Wedding Invitations
While some sources advise against including any mention of a limited bar on the invitation, others suggest that a simple phrase such as "Limited beer and wine bar available" or "Join us for a wine and hors d'oeuvre reception following the ceremony" can be appropriate. You could also mention "reception to follow" or "dinner, drinks, and dancing" on the invitation, leaving the details for other communication channels.
Wedding Website
Creating a wedding website is a great way to provide additional information to your guests. You can indicate that beer and wine will be served complimentary by stating something like, "Join us for a celebratory drink, with wine and hors d'oeuvre" or "Beer and wine compliments of the bride and groom." This approach ensures that guests are aware of the offerings and can plan accordingly, especially if there are limited options or a cash bar for other drinks.
Menu Cards and Bar Signage
On the night of the reception, you can use menu cards and bar signage to indicate the complimentary beer and wine offerings. A simple phrase like "Beer and wine served with our compliments" or "Complimentary beer and wine selections" can be effective. This direct approach ensures that guests are aware of the complimentary options as they approach the bar or review the menu.
Word-of-mouth
Another way to spread the word about the complimentary beer and wine is through your wedding party and close family members. They can help inform guests in advance, so everyone is aware and can plan their drink preferences accordingly. This approach can be especially useful if you don't want to include specific details on the invitations or website.
Remember, it is generally advised to focus on what you are offering rather than what you are not. By providing complimentary beer and wine, you are already extending a lovely gesture to your guests. You can also consider providing a variety of beer and wine options to cater to different tastes. Additionally, it is essential to calculate the appropriate quantities to ensure you don't run out during the reception.
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Alternatives to serving alcohol at a wedding
If you're looking for alternatives to serving alcohol at your wedding, there are plenty of options to choose from. Firstly, it's important to remember that it's your day, and you should get the final say in any decision regarding the event details. So, if you don't want to serve alcohol, there are many ways to ensure your guests still have a great time.
One option is to offer non-alcoholic alternatives that mimic the appearance and variety of flavours of alcoholic beverages. Sparkling waters, for instance, can be served in bulk in various flavours and containers, from bottles to cans, pleasing everyone. Mocktails are another great option, as they offer a fun, fizzy drink in a cute glass with a bright garnish. Mocktails can be virgin favourites or new creations that double as signature sips for toasts. You can also serve non-alcoholic beers and wines, though these typically contain a very minute amount of alcohol.
If you're looking for something more substantial, consider setting up a coffee and espresso bar with special blends and mochas. Alternatively, for a hot day, iced tea is a perfect option, with added flavours like fresh mint, lemon, or spices. You could also offer a variety of teas, both caffeinated and decaffeinated, ensuring every flavour is clearly marked.
For those with a sweet tooth, floats, malts, and milkshakes can be served, creating an old-fashioned soda fountain experience. If you're feeling creative, you could even make your own signature non-alcoholic drinks, such as cucumber cocktails. Remember, it's all about you and your partner, so serve your favourite drinks and what makes you happy!
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How to cut costs on an open bar
When it comes to your wedding, it's important to keep your guests happy and the drinks flowing. However, alcohol can quickly become one of the largest expenses. Here are some tips to help you cut costs on an open bar:
Choose a flat rate per person
Instead of paying by consumption, which can be more expensive, opt for a flat rate per person. This means you'll pay the same amount regardless of how much your guests drink. For example, if you agree on a certain rate per person and expect a party of 100 people, you'll pay a fixed amount. This is a great option if you want to know your budget upfront and don't want any unexpected costs.
Limit the open bar time
You can reduce costs by having an open bar for only a limited time, such as 1-2 hours, and then switch to a cash bar or consumption package. The per-person cost for an open bar increases by the hour, so reducing the time can help you save money. You can also consider ending the bar an hour before the event ends or scaling back the total served drinks if it's a brunch or lunch wedding.
Provide only beer and wine
Instead of offering a full bar with liquor and cocktails, you can cut costs by providing only beer and wine. This can be a great option, especially if you have a smaller guest list or if your guests are mostly beer and wine drinkers. It's also a good idea to have some non-alcoholic options available, such as water, juice, or soft drinks.
Shop around for alcohol packages
When choosing a caterer or venue, ask about their alcohol packages. Often, you may be quoted a superior package with top-shelf liquors and premium wines. If this is not a priority, ask about their lower-tier packages, which can help you save costs. You can also inquire about providing your own alcohol, as some venues allow this and it gives you more control over brands and varieties.
Be mindful of guest count and drink quantities
The cost of an open bar is largely determined by the number of guests. The longer the guest list, the higher the bill. Consider your guest count and work with your caterer or wedding planner to optimize alcohol quantities. Use a wedding drink calculator to estimate how many drinks you'll need based on the number of guests and their drinking preferences. This will help you avoid overordering or running out of drinks during the event.
Inform guests about bar arrangements
If you're having a limited open bar or specific drink options, it's essential to inform your guests in advance. This way, they can come prepared and know what to expect. You can include this information on your wedding website, invitation, or menu cards. For example, you can word it as "join us for a wine and hors d'oeuvre reception following the ceremony" or "limited beer and wine bar available."
By following these tips, you can cut costs on an open bar while still providing a memorable experience for your guests. Remember to review your options, compare prices, and make informed decisions based on your budget and guest preferences.
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Frequently asked questions
It is recommended that you inform your guests about the availability of drinks at your wedding reception ahead of time. You could include this information on your wedding website, or ask your wedding party and close family members to spread the word. You could also include a note on the invitation card, such as "Limited beer and wine bar available".
The amount of beer and wine you need to buy depends on the number of guests and the duration of the reception. A good rule of thumb is to assume that each guest will consume one drink per hour or about five drinks throughout the evening. For example, for a guest count of 45 people, you may want to purchase 11 cases (24 bottles each) of beer and 5 cases (12 bottles each) of wine.
Here are a few ways to reduce costs:
- Opt for a beer and wine-only reception, excluding hard liquor.
- Host a daytime wedding or a brunch reception, where alcohol is typically less of a focus.
- Provide a signature mocktail instead of an alcoholic cocktail.
It is a good idea to let your guests know about your plans for an alcohol-free wedding ahead of time. You can include this information on your wedding website or ask your wedding party and close family members to spread the word. You could also include a note on your invitation card, such as "Please join us for a morning ceremony with a brunch reception to follow".
