• Event planning also involves choosing the right beverages. Best Events event planners will help you determine the specifics of your event and the type of beverage service you are going to need. Are you having a wedding reception where guest may remain all night long, or is it a casual business get together that is only going to last a couple of hours. Overall take into account the number of guests, the time of beverage service, the time of the day that the event is being held, the day of the week, and the level of class your guests will expect (on average). These five areas will predominantly decide what style of service that is going to be required.
• Always try to target the mainstream crowd. If you have some special guests in the crowd with special tastes and preferences you may want to provide these items for them when they specifically request them and not provide them to the general guest crowd. It may take some communication with the bar service staff and open communication with your special guests.
• For the average crowd, given the location and items available, a selection of 3-4 different types of domestic beer selections, along with an imported or micro beer, a medium brand Chardonnay for your white wine, White Zinfandel or blush, and a Merlot or Cabernet Sauvignon for your red, complete with a selection of bottled waters and sodas should fit the bill. Mixed drinks are not usually necessary.
• Minimizing variety will leave it easier for you to plan quantities. The more types of alcohol that you plan on providing, the more unpredictable your event consumption will be. You will have to overcompensate on all selections just in case, since you can never predict what will be popular with any event crowd.
• As far as non-alcoholic consumption, you should at least have a cola, a diet cola, a clear soda (sprite, or 7-up), and bottled waters. You may want to add tonic, club soda, or sparkling water dependant on your event group. Lemon and lime are usually popular to flavor water, tonics, club sodas, etc. Keep in mind that you will probably go through more diet soda and water than any other non-alcoholic variety.
• Keep your portions in mind. Service sizes include a can or bottle of beer, a glass of wine (approx. 5-6 glasses per bottle), mixed drinks (usually 25 – 1 oz. servings per bottle).
• If you absolutely insist on champagne or wine at your function, but are worried about the additional expense, consider only providing a toast with the meal and leave it at that. Note that butler passed champagne will run much higher consumption levels than if you offer it behind the bar where they have other options to choose from.
• If you are hosting an event, do not feel obligated to offer top shelf liquor items, most people will not tell the difference and you could shave quite a bit from your liquor billing.
• Always consider staging the levels of service at your bar station. Maybe only offering beer, wine, and sodas before dinner, then switching to mixed drinks along with the other varieties after the dinner period. By doing this you can help establish your guests drinking trends.
• If beer is going to be popular during your event function, definitely consider using keg beers. 1/4 Barrel equals 82 12-oz servings and a 1/2 Barrel equals 165 12-oz servings. For the cost, given you return the tappers and the barrel and get your deposit back, it is well worth it.
• Most liquor stores will allow you to return any unused, unopened, resellable beverage items that you have left over your event. Take advantage of it. Especially as far as quantities, make sure you are over prepared for your guests, if you have leftovers you can return them anyway. Waterlogged boxes and containers are rarely considered returnable, so place things in plastic bags before icing them down to prevent damage and unnecessary costs.
• Always check your local alcohol laws and regulations before deciding to host a party without the help of a professional. Unnecessary fines can be easily avoided with a couple of calls, and they may have some good event planning tips as well.
• You can usually anticipate at least three drinks per person at your social party. Wedding receptions have a much higher rate of comsumption. Family and friends can drink much more than that, so any kind of social later evening party should be increased to compensate. Sometime you have a better idea of what your closes friends and family may drink than any tip guide may tell you. Always overcompensate if possible.
• As far as bar service you should anticipate 1 bartender for every 75 – 100 people. If you are only having beer, wine, and soda selections available you can get away with less bartenders. By having all of the beverage selections available for your guests it will reduce the conversation required and will speed your service lines.
• When using plastics, always try to use 12 – 16 oz. cups whenever possible. The more you can give your guests, the less they have to come up to the bar. Also limit the amount of ice if needed to give your guest more beverage. Ice is cheaper that any beverage, but slow service can cost you much more in the long run.
• If your guests are going to be involved in any strenuous activities or if you are serving salty food in addition to your bar selection, anticipate increases in consumption.
• Hire a professional bartender whenever possible. Not only do they appear much more professional when dealing with your guests, but they will save you money by not wasting time and product when things get busy. An inexperienced bartender will be lacking working organization, drink mixology, bartending techniques, portion control, and many other things that will increase the time your guest will wait for their service and amount of costs you will truly end up paying for in product waste.
• There are number of items that you will not want to forget for your upcoming event. All of these items can easily be divided into equipment, your liquor stock, your mixers, and your garnishes. All of these are dependent on your event needs and preferences. Glassware is a consideration, but simple to elegant plasticware may also suit your tastes. There are many other items that may be used to facilitate a bar serving function, so check with your bartender on what they need to get their job done. Often times they will provide their own supplies.
1. Can and bottle openers (Some people prefer to open all bottles this way)
2. Easy to use corkscrew (Avoid old fashioned or cheap corkscrews for the sake of the staff)
3. Coil rimmed bar strainer or martini shaker
4. Glass stirring rod, long/small spoon, or disposable stir sticks
5. Small paring knife for garnishes
6. Cutting board for garnishes
7. Set of measuring spoons and utensils
8. Ice container and tongs
9. Glassware as needed
10. Electric blender or other machinery as needed
11. Pour spouts
12. Bar towels
13. Garbage cans
