The Wedding Planner's Guide To A Perfect Bar

Planning a wedding bar is one of the most stressful parts of the wedding planning process. Wedding planners can help couples with everything from setting a bar budget to creating a unique bar experience.

A wedding planner can help couples decide on the type of bar they want, such as an open bar, cash bar, self-service bar, or non-alcoholic bar. They can also assist in determining the amount and type of alcohol that needs to be purchased, taking into account factors such as the number of guests, duration of the wedding, and guests' drinking preferences.

In addition to managing the logistics, wedding planners can also help create a memorable bar experience by incorporating themed drinks, mixology lessons, tasting sessions, and unique bar décor that aligns with the wedding style.

By working with couples to plan the perfect bar, wedding planners can ensure a well-stocked, professionally managed, and legally compliant bar that enhances the overall guest experience.

Setting a bar budget

Assess Your Guest List:

Understanding your guest list is pivotal when setting a bar budget. Consider the number of guests, their drinking habits, and whether they have any specific preferences. As a rule of thumb, plan for one drink per guest per hour. For a five-hour reception, that's five drinks per person. However, adjust this estimate based on your knowledge of your guest list; some may drink less, while others may be thirstier.

Choose Your Bar Type:

The type of bar you choose will significantly impact your budget. Here are the most common options:

• Open Bar: This is the most gracious and expensive option, where guests can order any drink without paying. You can expect to spend $15-45 per person, depending on location and package choices.
• Limited Open Bar: This typically includes beer, wine, and a limited selection of spirits or cocktails. It's a more affordable option, costing around $15-35 per person.
• Cash Bar: Guests pay for their drinks, which can reduce your costs but may be considered impolite, especially if guests are not informed in advance.
• Non-Alcoholic Bar: If drinking alcohol is not a priority for you and your guests, a non-alcoholic bar with mocktails, sparkling water, and soda can be a unique and cost-effective choice.

Consider Duration and Timing:

The duration of your reception and the timing of drink services will affect your budget. If you opt for an open bar, consider having it open for a set number of hours, transitioning to a cash bar later in the evening. This can help control costs while still offering guests an initial period of free drinks.

Calculate Alcohol Quantity and Costs:

Use a wedding drink calculator or consult a professional bartender to determine the quantity and variety of alcohol needed. Consider the duration of the event, guest count, drink preferences, and whether you'll have a champagne toast or signature cocktails. Then, calculate the costs for your chosen drinks, including beer, wine, spirits, and mixers. Don't forget to factor in bartender fees and gratuity, which can add to your overall bar budget.

Shop Around and Compare Prices:

Research different venues and catering services to find the best prices for your bar. Some venues offer package deals, while others allow you to bring your own alcohol. Compare per-person pricing, package inclusions, and ask about potential discounts for limited bar options or bringing your own beverages.

Be Mindful of Additional Costs:

When setting your bar budget, don't forget the extras. This includes glassware, ice, garnishes, mixers, and any other bar essentials. These can add up quickly, so be sure to include them in your calculations.

Notify Guests of Bar Policies:

Lastly, be transparent with your guests. If you're having a cash bar or a limited drink offering, let them know in advance through your invitations or wedding website. This helps them come prepared and avoids any unpleasant surprises during the event.

How much alcohol to order

When planning a wedding, it's important to ensure there is enough alcohol to last the entire event. The amount of alcohol required will depend on several factors, including the number of guests, the duration of the wedding, the drinking habits of the guests, and the type of bar being offered.

Number of Guests

Firstly, it is important to know how many guests will be attending the wedding who are of legal drinking age. This will give an estimate of how much alcohol is needed. For example, for 56 guests, one might plan for 280 drinks for a 4-hour event, assuming two drinks per person for the first hour and one drink per hour for each subsequent hour.

Duration of the Wedding

The longer the wedding, the more alcohol is needed. Weddings typically last around 5-6 hours, and most guests will have one drink per hour.

Drinking Habits of Guests

If the guests are expected to be heavy drinkers, more alcohol will be needed than if they are mostly light drinkers. The rule of two drinks during the first hour and one drink per hour after should be adjusted based on the guests' drinking habits.

Type of Bar

The type of bar offered can also impact the amount of alcohol needed. A full open bar, where guests can have any drink they want, will require more alcohol than a limited bar, which offers only wine, beer, and a cocktail or two. A cash bar, where guests pay for their drinks, is also an option but is generally not recommended as it is considered controversial and less popular.

General Recommendations

As a general rule of thumb, it is recommended to have the following:

• Beer: 0.5 beers per guest
• Wine: 1 bottle per 2.5 guests
• Champagne: 1 bottle per 6 guests (for a toast)
• Liquor: 1 bottle per 5 guests (based on a 3-hour open bar)

For a more precise calculation, one can use an alcohol calculator, which takes into account the number of guests, the duration of the event, and the type of alcohol being served.

Cash, open, or something in between?

When it comes to wedding bars, there are a few options to consider: cash bars, open bars, or a combination of both. So, what's the difference, and which one is the best fit for your wedding?

A cash bar means that guests will be paying for their own drinks. This can be a great way for the couple to save money, especially if they have a tight budget. However, it's important to note that some guests may find this option off-putting or inconvenient, especially if they are already spending a lot on gifts, travel, and accommodations. It's also essential to ensure that guests are informed about the cash bar in advance so that they can bring enough cash or cards.

On the other hand, an open bar means that the couple will be footing the bill for all the drinks. This is often seen as a more gracious option and can make guests feel more comfortable indulging in a few drinks. It also removes the hassle of guests having to worry about money during the reception. However, open bars can be quite expensive, and there is a risk of guests overindulging.

If you're looking for a middle ground, you can consider a limited bar or a toonie bar. A limited bar means that you only offer certain types of drinks, usually beer, wine, and non-alcoholic options. This can be a good way to keep costs down while still providing some drinks for your guests. A toonie bar is similar, but guests pay a small fee (usually around $2) for each drink, which can help prevent overindulgence.

Ultimately, the decision comes down to your budget and what you think your guests will prefer. If you choose a cash bar, be sure to communicate this clearly to your guests in advance. If you opt for an open bar, consider setting a limit or choosing a bar package to help manage costs.

Make the bar an event

The bar is often the most popular spot at a wedding reception, so why not make it an area to remember? Here are some ideas to make your bar a memorable part of your wedding:

Opt for a Specialty Bar

A specialty bar is a great option for cocktail hour or late-night whiskey, wine, or beer tasting. It can be a fun activity or form of entertainment for your guests rather than just a replacement for the main bar. For instance, you could showcase your homebrewing skills by serving up your latest recipes, or develop a signature cocktail to save some cash and further incorporate your wedding theme.

Make a Decor Statement

Swapping out standard tables and basic linens for a specialty bar that fits your wedding style can make a big impact. You could choose a copper bar, a bar made of ice, a garden-inspired bar covered in flowers, or a sleek modern bar that changes colour.

Feature a Mobile Setup

A mobile bar cart adds a touch of vintage flair or whimsy to your cocktail hour or wedding reception. It also makes a great photo-worthy spot for you and your guests.

Create a Focal Point

Strategize the design of your event space to make the bar a focal point and gathering area. For example, a round bar has a stunning visual impact and can help relieve lines during cocktail hour as guests can approach from all angles.

Make the Bar Double-Sided

A double-sided bar allows bartenders to work more efficiently and get drinks to guests quickly. It also helps with crowd control by preventing long lines from forming.

Offer Creative Freedom

With a "Rosé Your Way" bar, or something similar, guests can create their own cocktails based on their unique preferences. For instance, they could pick a Rosé based on their flavour profile and garnish it with candied edible flower petals.

Go All Out with Glassware

The bar is a focal point for guests, and glassware is stunning when it's on display. Upgrade the glassware to entice your guests' eyes and enhance their decision-making process when finalizing their cocktail of choice.

Don't Forget the Details

In addition to creating a beautiful bar, there are some practical considerations to keep in mind:

• Ensure the bar is accessible and the right size and shape for your venue.
• Interview your bartender and choose someone with extensive knowledge and a fun personality.
• Know what you're serving and have options for non-drinkers, light drinkers, heavy drinkers, and dancers.
• Decide on whether to include signature drinks and how many to offer.
• Consider the weather and season when planning your bar setup and drink options.
• Don't underestimate how much ice you will need for serving and chilling drinks.

Liability insurance

• General Liability Insurance: This type of insurance covers a wide range of basic risks associated with wedding planning. It provides financial protection if someone gets hurt or if you are held responsible for damaging someone else's property. It can also help cover legal fees and judgments. This type of insurance is often required by wedding venues.
• Professional Liability Insurance: This type of insurance, also known as errors and omissions (E&O) insurance, covers accusations of professional negligence or mistakes. For example, if a client accuses you of making a mistake that causes them to lose money, this insurance can help cover the costs of resolving the issue or defending yourself.
• Liquor Liability Insurance: When serving alcohol at a wedding, there is a risk of alcohol-related incidents. Liquor liability insurance protects you and your clients from any accidents or injuries that may occur due to alcohol consumption. It is important to have licensed and insured bartenders who are trained to monitor sobriety and ensure legal-aged service.
• Wedding Liability Insurance: Couples can purchase specific insurance for their wedding to cover any damage to property or liability for injuries their guests may sustain during the event. This can provide peace of mind and protect them from unforeseen accidents or mishaps.
• Venue Requirements: Keep in mind that some venues may require certain types of insurance as part of their agreement. Be sure to review the venue's requirements and discuss insurance options with your clients.
• Protecting Your Business: Liability insurance can also protect your wedding planning business. It can help manage risks, cover legal fees, and ensure compliance with state laws and venue insurance mandates.

Frequently asked questions