The Ultimate Bar Guide

Photo: Jess Diaz Photography

Sip, Sip, Hooray!

When it comes to weddings or events, the bar is often the life of the party—after the hosts and/or newlyweds, of course! From signature cocktails to champagne towers, the right drink selection can set the vibe for the night. But with so many options, it’s easy to feel overwhelmed. Open bar or cash bar? Beer and wine only or a full liquor selection? How much alcohol do you actually need? Don’t worry!

Whether you're looking to craft the perfect bar menu, figure out quantities, or just make sure the drinks flow smoothly, we’ve got you. Let’s dive into all things bar so you can raise a glass without raising your stress levels! 

Photo: Fox + Ivory Photography

Bar Packages: What’s Typically Offered?

Choosing the right bar package for your event depends on your budget, venue offerings, and the overall feel you want to create. Here’s a breakdown of the most common bar options and what to consider for each

Full Open Bar

A full open bar means your guests can order whatever they want, whenever they want, without paying for a drink themselves. This package is typically the most expensive option for the host; covering beer, wine, and a full selection of liquor. This package is best for large guest counts and generous hosts who love to throw a great party!

Pros:

• Ultimate guest experience 

• Great for a crowd that likes a variety of drinks 

• Ensures the party stay lively all night 

Cons:

• Can be pricey (especially with premium liquor options)

• Risk of overindulgence

Beer & Wine Only

A simplified menu - Offering just beer and wine! This is a cost effective way to provide on-the-house drinks without breaking the bank. 

Pros:

• More affordable than a full open bar

• Prevents guests from over indulging in liquor

• Still pairs well with most event meals

Cons:

• More limited selection 

• No cocktails or mixed drinks 

Signature Drinks ONLY + Limited Liquor Selections

A limited liquor selection, often featuring just a few signature cocktails alongside beer and wine, is a cost-effective and happy goldilocks option. This is a great choice to offer more selections for guests while keeping costs under control.

Pros:

• Signature drinks offer a personalized touch

• With simple drink orders, the bar service is efficient 

Cons:

• Guests could prefer a different liquor that’s not available

• Hosts should carefully select drinks that appeal to a broad audience 

Consumption Based or Ticket System 

A consumption based bar charges per drink rather than a flat or hourly fee. Some event hosts might even prefer to provide drink tickets to guests, covering a set number of drinks before guests start paying on their own. This option is best for budget conscious hosts who want some level of complimentary drinks without exceeding their budget. 

Pros:

• You pay for what gets consumed

• Drink tickets help control alcohol intake 

• Great option if a full open bar isn’t in the budget 

Cons:

• Can be unpredictable - your final bill depends on how much guests drink (if you go the route of a consumption based option after the tickets)

• Guests may feel awkward when they have to pay for drinks 

Non-Alcoholic Bar

We are seeing this more often! Not everyone drinks alcohol, and some events are just too early in the day to start this hard! Having a well-stocked non-alcoholic bar ensures that all your guests (designated drivers, pregnant women, or simply those who prefer not to drink) feel included in the celebration. You should absolutely consider signature mocktails, infused water or lemonade, fancy sodas, sparking juices and fun garnishes to keep the bar lively. 

Pros:

• Welcoming atmosphere for all guests

• No drunk guests to deal with 

• Unique bar experience 

Cons:

• Requires creative planning to be just as exciting as full service bar

• Some guests will still prefer alcohol 

Catered Bar Service vs. BYOB

One of the most important factors in planning your event bar is whether your venue allows you to bring your own alcohol or requires a licensed caterer. Each option comes with its own set of rules, costs, and logistics. It’s essential to check with your venue before making any decisions. 

Catered Bar Service 

Many venues require events to use their in-house bar package or a preferred catering service for alcohol, which means purchasing a bar package that includes the alcohol, mixers, and professional bartenders. This option eliminates the need to source, transport, or store alcohol, as everything is handled by the vendor. It also ensures that drinks are served responsibly by licensed staff, and liability insurance is often included for added protection. While this approach simplifies the planning process, it can be more expensive and may limit flexibility in drink selection.

BYOB

Some venues allow events to bring their own alcohol, offering significant cost savings and complete control over the drink menu. This flexibility allows for personalized selections, whether it’s a favorite craft beer, specialty cocktails, or a signature bottle of bourbon. However, a BYOB setup requires additional planning, including securing licensed bartenders, managing alcohol purchases, securing enough mixers and garnishes, and ensuring proper storage and transportation. Some venues also require event insurance to cover potential alcohol-related incidents. BYOB, when available, is a great option for those who want to tailor their bar offerings! 

BYOB - How much alcohol do you really need? 

Planning the right amount of alcohol for your wedding can feel like a guessing game, but with the right approach, you can ensure your bar stays stocked without excessive waste. Whether you’re providing your own alcohol or working with a caterer, having an estimate based on guest count and drink preferences will help you make informed decisions.

BYOB Quantity Recommendations –
A Breakdown Based on Guest Count

A general rule of thumb is to plan for each guest to have about one drink per hour of your reception. Of course, some guests will drink more, some less, and it also depends on the length of your event and the crowd. Here’s a rough estimate based on a five-hour reception:

• Beer: Expect about 40% of guests to choose beer. A standard case contains 12 or 24 bottles or cans.

• Wine: Typically, 30% of guests will opt for wine. A bottle holds about five glasses of wine.

• Liquor: Around 30% of guests will drink mixed drinks. A standard 750ml bottle of liquor makes 16 drinks.

Remember, you know your guests best! Consider adjusting these numbers based on your crowd—if your guests are big wine drinkers or you are serving tableside wine during dinner, increase that portion of the total. Likewise, if you’re featuring signature cocktails, you may need more of those liquors and mixers.

Beyond just the guest count, the type of bar you’re offering will influence how much alcohol you need:

• Full Bar: Evenly distribute beer, wine, and liquor to cover a mixture of preferences.

• Beer & Wine Only: Increase wine and beer quantities since guests won’t have liquor as an option.

• Signature Drinks: If serving limited cocktails, ensure you have enough of the selected spirits and mixers.

Ice, garnishes, and mixers are often overlooked but are essential for a well-stocked bar. Plan for about 1.5 pounds of ice per guest, along with club soda, tonic water, soda, and juices for cocktails. If unopened, many of these items can be returned after the event.

Don’t Forget Non-Alcoholic Options

While alcohol may be a big part of the celebration, non-drinkers, kids, and guests pacing themselves throughout the night will appreciate a selection of non-alcoholic beverages. Be sure to provide:

• Water Stations: Hydration is key, especially for summer events, outdoor venues, and events with dancing!

• Sodas & Juices: Offer a variety of popular options like cola, lemon-lime soda, ginger ale, and orange juice. Theses often mix well with other liqours and pull double duty!

• Mocktails: Fun, alcohol-free versions of classic cocktails keep the bar inclusive for all guests.

• Coffee & Tea: A great way to keep energy levels up, especially later in the evening.

With careful planning, you can ensure your guests have plenty to drink without overbuying. Whether you're stocking the bar yourself or working with a caterer, understanding guest preferences and event length will help you strike the perfect balance.

Logistics: Staffing, Glassware & More

A well-run bar isn’t just about the drinks—it’s about making sure everything behind the scenes is covered too. From bartenders to glassware, it’s the little details that often get overlooked. Here’s what you need to consider to keep service smooth and stress-free.

Bartenders

Here is our general recommendation to ensure quick service and keeps lines from getting too long:

• 1 bartender per 50 guests for a standard bar with beer, wine, and basic mixed drinks.

• 1 bartender per 75 guests if offering only beer and wine.

• Additional bartenders may be needed for a cocktail-heavy menu or if you expect a fast-paced crowd.

If you’re serving signature cocktails with multiple ingredients, having a second bartender or a barback (a helper who restocks and preps drinks) can keep things moving efficiently. They will often prepare signature cocktails in advance as well! 

Glassware

Plan for at least one glass per hour per guest to ensure you have enough. If using real glassware, expect to order extra to account for breakage.

• Wine Glasses: One per guest if serving only wine; two per guest if serving red and white.

• Champagne Flutes: One per guest if offering a toast.

• Cocktail Glasses: Needed if serving signature drinks.

• Beer Glasses: Optional if serving bottles or cans.

Are you deciding between renting and buying glassware? This should depend on your budget, guest count, and the style of your wedding:

• Renting: Ideal for formal weddings with a specific aesthetic. Rental companies provide glassware and handle post-event cleaning.

• Buying: A cost-effective option for couples hosting a BYOB wedding or those who don’t mind washing and storing glassware. OR if you want that special touch like vintage champagne flutes that are all different for your guests (this could double as your event favor). 

• Disposable Glassware: High-quality plastic cups work well for casual or outdoor events and eliminate post-event cleanup. Many couples switch to disposable glassware after dinner and into dancing to cut down on broken glass while mingling on the dance floor. 

Ice, Garnishes, and Other Overlooked Details

Don’t forget about these key details to keep the bar up and running all night long! Make sure to also double check with the venue and catering service (if applicable) to see what they may already offer in their packages. 

• Ice: Plan for 1.5 pounds of ice per guest, more if serving cocktails. This covers drinks, chilling bottles, and keeping coolers stocked.

• Garnishes: Lemons, limes, cherries, olives, and mint are popular choices, depending on your drink menu. Review your speciality cocktails before you finalize a garnish menu.

• Mixers & Sodas: Club soda, tonic water, cola, ginger ale, orange juice, cranberry juice, bitters and other essentials for mixed drinks.

• Napkins, Stirrers & Straws: Small but necessary items for a polished bar setup. Here is another customizable detail that will set your event apart from the rest. 

• Coolers & Ice Buckets: If BYOB and your venue doesn’t have any accommodations, make sure you have enough coolers and ice to keep everything properly chilled. You also need to keep the clean ice separated from the dirty ice in the beer and wine coolers.

• Bar Tools: If providing your own bar setup, don’t forget shakers, bottle openers, wine openers, and strainers. 

When to Open and Close the Bar

Setting the right bar hours for your event is all about balance—you want to keep guests happy and the drinks flowing without overextending service. Whether you’re planning a wedding, corporate event, or private party, thoughtful timing can enhance the guest experience and maintain a smooth flow throughout the celebration. Here’s how we recommend when to open and close the bar, plus pro tips on pacing alcohol service for an enjoyable event.

For Weddings:

• Before the Ceremony: Consider a pre-ceremony welcome drink, like sparkling wine, lemonade, or a light cocktail, if guests arrive early. Keep it simple to avoid delays. Something that can be premade for guests to grab and go would be best. 

• During Cocktail Hour: This is the most common time to open the full bar, allowing guests to mingle while you take photos or transition between the ceremony and reception.

• Reception Only: Some couples opt to hold off until the reception begins, keeping the ceremony and cocktail hour alcohol-free.

• Closing for Dinner Service: To encourage guests to focus on the meal and speeches, some couples choose to pause the bar during dinner. Instead, they offer table-side wine service or preset champagne for toasts, ensuring guests still have a drink in hand.

For Corporate or Networking Events:

• Upon Arrival: Offering drinks immediately can break the ice and encourage socializing, especially for networking-style events.

• After Key Programming: If your event includes presentations or speeches, hold off on opening the bar until after the main content to keep attention focused.

For Private Parties (Birthdays, Anniversaries, etc.):

• Right at the Start: Most casual events open the bar as soon as guests arrive. Consider starting with a specialty welcome drink to set the tone.

• Staggered Timing: For longer celebrations, stagger bar offerings—for example, a cocktail hour followed by a switch to beer, wine, and non-alcoholic options.

Pro Tip: Check with your venue about alcohol service rules—some have set hours or restrictions on when the bar can open and close.

The Last Call 

The timing of your last call is important—it should give guests a chance to grab one last drink while signaling that the celebration is winding down. Here is how to avoid a too-soon or too-late cutoff.

General Guidelines for Last Call:

• Weddings: Aim for 30 minutes before the event ends, leaving enough time for a final dance and guests the chance to finish their last drink.

• Corporate Events: Consider closing the bar 15–30 minutes before the official end time to signal the conclusion of formal programming.

• Private Parties: Tailor the last call to your guest list, but a 30-minute warning allows people to enjoy one final drink without feeling rushed.

Pro Tips: Confirm whether there are legal limits on how late alcohol can be served.

Avoid cutting the bar off too abruptly—an announced last call helps guests plan accordingly.

Offering coffee, water stations, or late-night snacks during the final hour helps guests transition smoothly and sober up if needed. By planning intentional bar hours and pacing, you create a fun, safe environment where everyone can enjoy the celebration without things getting out of hand.

Photo: Legacy Photo & Video

Signature Cocktails

A well-crafted signature drink adds personality and flair to your event while giving guests something memorable to sip on. Whether you're looking for a fun twist on a classic cocktail or something totally unique, selecting drinks that match your theme, season, and vibe will elevate the experience. Here are a few of our favorites:

☀️ Summer Sips – Light, refreshing, and perfect for warm-weather celebrations

• Spiked Lemonade: Classic lemonade with vodka or bourbon, garnished with fresh herbs

• Coconut Mojito: White rum, coconut water, mint, and lime for a tropical touch

• Watermelon Margarita: A fruity twist on a favorite, rimmed with Tajín for a little spice

• Aperol Spritz: A bubbly, citrusy option that’s both light and elegant

❄️ Winter Warmers – Cozy flavors and rich ingredients to warm up the celebration

• Spiced Old Fashioned: Bourbon infused with cinnamon and orange, perfect for winter weddings

• Cranberry Mule: A seasonal twist on the Moscow Mule with cranberry and rosemary

• Irish Coffee: A delightful after-dinner drink with whiskey, coffee, and whipped cream

• White Chocolate Peppermint Martini: A creamy, festive treat with vanilla vodka and peppermint schnapps

Don’t forget to name your signature drinks and provide engaging bar/cocktail signs. A signature drink isn’t just a beverage—it’s a conversation starter and a fun way to personalize your event. Cheers to making it uniquely yours! Here are a few more suggestions:

For Weddings:

• The Perfect Match – A classic cocktail symbolizing your love story

• Sip Happens – A fun, lighthearted choice for a crowd-favorite drink

• Mint to Be Mojito – A fresh and fitting choice for a mojito

• Blush & Bubbly – A rosé or champagne-based cocktail

• Happily Ever After-Hours – Perfect for an espresso martini or after-dinner cocktail

For Themed Events & Corporate Parties:

• The CEO Spritz – A sophisticated Aperol Spritz for corporate gatherings

• The Mingle Mule – A Moscow Mule, great for networking events

• The Boardroom Bourbon Smash – A classy whiskey drink with fresh fruit and herbs

• The Holiday Hustle – A seasonal cocktail with festive flavors

For Birthdays & Private Celebrations:

• Thirty, Flirty & Thriving – A sweet and celebratory cocktail

• Aged to Perfection – A whiskey or bourbon-based drink, great for milestone birthdays

• Sassy & Spritzy – A light, fun sparkling cocktail for any festive occasion

• The Life of the Party Punch – A big-batch cocktail for large gatherings

Alcohol Event Etiquette 

As we have mentioned, a well-planned bar keeps the drinks flowing and the party lively, but a few smart choices can help ensure things don’t get out of hand. Here’s how to keep your event fun, classy, and under control.

Handling Guests Who Overindulge

Even with responsible bartenders and a well-paced service, there’s always a chance that a guest might have one too many. A few ways to handle this gracefully:

• Hire Professional Bartenders – A skilled bartender will recognize when someone has reached their limit and can discreetly slow down or stop service.

• Lean on Your Inner Circle – If you notice a guest overindulging, ask a trusted friend, family member, or wedding planner to intervene before things escalate.

• Keep Water & Food Flowing – Encouraging hydration and making sure guests eat throughout the night can help prevent overindulgence.

• Arrange Safe Rides – Consider providing Uber/Lyft credits, shuttles, or designated drivers to get guests home safely.

Should You Allow Shots?

Shots can be a fun way to celebrate, but they also speed up intoxication. Before deciding, consider:

• Venue & Bar Rules – Some venues and bartenders have a strict no-shot policy, so check in advance.

• Crowd & Vibe – If your event is more sophisticated or family-oriented, skipping shots might be a good idea.

• Compromise with a Specialty Shooter – Instead of straight liquor shots, offer a specialty shooter (like a mini espresso martini) to keep things fun but more controlled.

What to Do with Leftover Booze

If you stocked your own bar and have unopened alcohol left at the end of the night, here are some options:

• Return Unopened Bottles – Some liquor stores allow returns on unopened bottles if they were purchased in bulk.

• Save It for Another Celebration – Use extra wine, liquor, or beer for future get-togethers, holidays, or anniversaries.

• Gift It to Friends & Family – Your wedding party, parents, or close friends might appreciate a bottle as a thank-you for their help.

Your event bar plays a big role in setting the tone for the celebration!!

Whether you're offering a full open bar, signature cocktails, or a selection of mocktails. From choosing the right bar package to deciding on BYOB vs. catered service, there are many details to consider—but with the right planning, your bar will be a highlight of the night. Keeping guests happy while maintaining responsible service ensures everyone has a great time from the first sip to last call.

So, raise a glass (or two!), toast to love and laughter, and let the good times flow! 

Cheers to a Well-Planned Bar!

Photo: Victoria Saint Martin Photography