Beverage Count Conundrum: Navigating Wedding Drink Options

Planning a wedding can be stressful, and one of the most confusing aspects is often the drinks. Couples frequently underestimate how much alcohol their guests will consume, so it's important to have a good estimate to avoid surprises.

The amount of alcohol needed depends on several factors, including the number of guests, the duration of the event, and the drinking habits of the guests. A good rule of thumb is to assume 2 drinks per person for the first hour and 1 drink per person for each additional hour. This can be adjusted based on whether your guests are big drinkers or not.

It's also important to consider the type of drinks you'll be serving. A full bar typically includes spirits, beer, and wine, while a modified full bar might include a limited selection of spirits along with beer and wine. You can also opt for a beer and wine-only bar, which is often more acceptable on the West Coast.

To estimate the amount of alcohol needed, you can use a simple formula: (Number of guests x 2) + (Number of guests x number of party hours after the first hour) = Total drinks. From there, you can adjust the quantities based on the expected percentage of wine, beer, and spirit drinkers.

By using these calculations and tips, you can ensure your wedding has a well-stocked bar that meets the needs and expectations of your guests.

Cocktail Hour: 2 drinks per person for a 1-hour reception, 3 for 2 hours, etc

When it comes to planning a wedding, it's easy to become overwhelmed by the many options available. One of the most important considerations is the drinks service, and couples often underestimate how much their guests will drink. It's better to overestimate and get your money back than to underestimate and owe more.

For a cocktail hour, the general rule is to provide two drinks per person for a one-hour reception, three drinks for two hours, and so on. This is based on the assumption that each guest will consume two drinks in the first hour and then slow down a little. It's recommended to keep cocktail hour to a maximum of one hour, as guests will get hungry, drunk, and tired of standing if it goes on for too long.

If you're providing your own alcohol, it's a good idea to consult with someone knowledgeable at a liquor store, who can give you solid advice. You can also use online calculators, such as thealcoholcalculator.com, to help you estimate how much alcohol you'll need.

For a six-hour wedding with 100 guests, for example, you'll need around 600 drinks. Alex Tornai, a party planner, suggests "two drinks in the first hour and one drink per hour for the duration of the evening," which amounts to approximately seven drinks per person for a six-hour reception.

It's also important to consider the types of drinks you'll be serving. Beer, wine, and liquor are common choices at receptions. For a party of 150, Tornai recommends the following:

• Dinner red: 3 cases (12 bottles per case)
• Additional red: 1.5-2 cases
• Dinner white: 2-3 cases (more for a summer reception)
• Additional white: 1-1.5 cases
• Beer: 12-16 cases (24 cans or bottles per case)

If you're serving hard liquor, you'll need to factor in the diversity of classic mixed drinks that may be ordered. Stock up on the more popular spirit choices, such as bourbon/whiskey (6-10 bottles) and tequila (4-8 bottles).

It's also a good idea to have a signature cocktail or two, which can be a fun reflection of the couple and a way to save money. Most guests will opt for the signature cocktail, especially if it's batched and readily available.

Don't forget to include non-alcoholic options as well, such as bottled water, small cans of Coke, Diet Coke, Sprite, and lemonade. For a wedding of 100 guests, two cases of soda should be enough.

Reception, Dinner & Dancing: 1 drink per person for every hour

When it comes to wedding planning, drinks are a large part of the party, whether you have an open bar with alcohol or a non-alcoholic event. Couples often underestimate how much their guests will drink, so it's a good idea to slightly overestimate and plan for at least one drink per person per hour. This is a straightforward calculation: whether you have wine on the table or not, it's one drink every hour.

For example, if you're planning a six-hour wedding with 100 guests, you'll need around 600 drinks. This is based on the assumption that each guest will have one drink per hour. However, some people may drink more, while others may drink less. It's usually the case that guests consume more at the beginning of the event and slow down later on.

If you're serving cocktails, the calculation changes slightly. For a one-hour cocktail reception, estimate two drinks per person. For a two-hour cocktail reception, estimate three drinks per person, and so on. The idea is that each person will have about two drinks in the first hour and then slow down.

So, for a wedding with a cocktail hour followed by a five-hour reception, you can estimate seven drinks per person (2 drinks/person for the cocktail hour + 5 drinks/person for the reception). Then, multiply this number by the cost of the most expensive drink in your bar package. For example, if your most expensive drink is an $8 margarita, that's $56 per person in bar consumption.

While this number may seem high, it often balances out between younger guests who drink more and older guests who drink less or switch to water. It also accounts for guests who don't finish their drinks and get a new one.

To make your planning easier, consider using an online alcohol calculator or spreadsheet to estimate your drink needs based on the number of guests and the duration of your event.

Bar Packages: Fixed price per guest vs consumption-based approach

When it comes to wedding bar packages, there are two main pricing options: a fixed price per guest or a consumption-based approach. So, which is the better option? Let's break it down.

Fixed Price Per Guest

Also known as a package bar, this option charges a set price per guest, regardless of how much or how little they drink. The price is typically based on the number of guests and the duration of the event. For example, a package bar might cost $50 per person for a 5-hour reception. This approach offers several advantages. Firstly, it provides peace of mind, as you know the cost upfront and don't have to worry about any surprises at the end of the night. It's also a good option if you have a group of heavy drinkers, as you won't be charged extra for their consumption. Additionally, it simplifies budgeting, as you pay a fixed amount per head, making it easier to plan and control your expenses.

However, there are some drawbacks to consider. With a package bar, you may end up paying for drinks that were never consumed if some guests don't show up. This can be a significant disadvantage for large events, as you're still obligated to pay for the confirmed number of guests. Additionally, the selection of drinks may be limited, and guests may not like the available options, especially if they are not beer or wine drinkers.

Consumption-Based Approach

A consumption bar, on the other hand, charges a price per drink consumed during the event. Each drink has a set price, and you pay for what you and your guests actually drink. This approach offers more flexibility, especially if you have a diverse group of guests with varying drinking habits. If some guests have 6-8 drinks while others have none, you'll only pay for the drinks consumed, which can result in cost savings compared to a fixed-price package. Additionally, you have the option to customise the drinks menu to suit your guests' preferences.

However, one of the main drawbacks of a consumption-based approach is the uncertainty of the final bill. You won't know the exact cost until the end of the event, which can be uncomfortable if you're worried about exceeding your budget. Additionally, if your guests don't reach a certain minimum bar spend, you may still be responsible for paying the difference.

When deciding between a fixed price per guest and a consumption-based approach, consider your guest list and their drinking habits. If you have a group of heavy drinkers or want the peace of mind of a fixed cost, a package bar is a good choice. However, if you have a diverse mix of guests with varying drinking habits and want more flexibility, a consumption bar may be the better option. Ultimately, it's important to understand your priorities and choose the option that best suits your needs and budget.

Open Bar: Guests don't pay for drinks, hosts foot the bill

An open bar is a setup where guests don't pay for any of their drinks, meaning the hosts foot the bill. The term "open bar" can encompass a lot—it can refer to a full-service bar, or a more limited selection of drinks.

There are two main ways that open bars are priced: pricing by consumption, and bar packages. Pricing by consumption means that the hosts pay for the number of drinks ordered; the more the guests drink, the higher the tab. This is a good option if most of the guests aren't big drinkers. Bar packages, on the other hand, charge a fixed price per guest (or per adult guest). This is often a better deal if most guests are drinking, and the hosts know the cost upfront.

Open bars generally include spirits, beer, and wine, but they can also be limited to beer and wine only, which is a great way to cut costs. Another option is to provide signature cocktails, either as part of a full open bar or as the only alcoholic drinks available.

The pros of an open bar are that it's a better experience for the guests, who don't have to worry about bringing money or closing tabs. It also makes for a more seamless celebration, as paying for drinks takes time and can create longer lines. The only real con is the cost.

When it comes to estimating how much alcohol to supply for an open bar, couples often underestimate how much their guests will drink. It's recommended to slightly overestimate to avoid running out. As a rough guide, for a one-hour cocktail reception, provide two drinks per person; for a two-hour cocktail reception, provide three drinks per person, and so on. For the reception, dinner, and dancing, provide one drink per person for every hour.

Non-Alcoholic Options: Ensure good non-alcoholic drinks are available

When it comes to weddings, it's important to ensure that all your guests feel included and well-catered for, and that means providing a variety of non-alcoholic options alongside any alcoholic drinks you may be serving. Here are some ideas to ensure your non-drinking guests are impressed and satisfied:

Offer an Alcohol-Free Alternative to Champagne

Weddings often involve a lot of toasts and champagne, so it's important to provide your non-drinking guests with something special to drink when everyone else is raising their glasses. Natalia Langsdale, owner of My Riviera Weddings, recommends skipping alcohol-free wine, as it "doesn't taste very good", and instead suggests offering juices and mocktails.

Choose Premium Water

According to Langsdale, even the water you serve is important. She recommends offering both still and sparkling water, with the still water having low minerality to pair with food, and the sparkling water having a higher mineral level as a contrast. You could also add fresh fruit to the water, such as orange, mint, cucumber or blueberries.

Serve Freshly-Pressed Juices

Instead of offering sugary, concentrated juices, consider having staff freshly squeeze fruit at your wedding location and serve them in transparent carafes. You could also create a refreshment station with bowls of delicious fruit, playing with colours and flavours by mixing different fruits, herbs, olives, cucumbers and tomatoes.

Offer Creative Mocktails

Mocktails are a must for elegant weddings. If you're serving alcoholic cocktails, be sure to offer a similar variety of non-alcoholic drinks, with a range of flavours from sweet to bitter to sour. You could even create a signature mocktail with flavours that reflect the personality of you and your partner.

Use Proper Glassware

It's important that non-alcoholic drinks are served in appropriate glassware to avoid them looking out of place. Serve mocktails in the same glasses as their alcoholic counterparts, such as a classic mint julep glass or a beer glass.

Set Up an Interactive Custom Soda Station

If you do decide to offer sodas, make it interactive by allowing guests to create their own flavour combinations with a variety of fruit-infused syrups and bitters.

Provide a Range of Soft Drinks

If you're looking for something a little more unusual than the usual classic mixers (Coca-Cola, Schweppes, Sprite, and tonic), try sparkling flower sodas in elegant glass bottles, rustic "fizz" soft drinks with herbs, tea and bubbles, or sodas with eco-friendly glass packaging.

Offer Coffee and Tea

If you're hosting a morning or afternoon wedding, coffee and tea are a must. For an afternoon tea reception, serve iced tea with fresh mint, lemon or spices, or go the extra mile with a coffee and espresso bar offering special blends.

Remember, it's important to provide a good selection of non-alcoholic drinks to ensure all your guests feel appreciated and included, and to match the overall tone and theme of your wedding.

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