Your Event Bar Planning Guide

You have locked down the venue. You have the caterer. The playlist is coming together. Then someone asks: "So what is happening with the bar?"

That is usually when the spiral starts. How much alcohol do I actually need? What if I buy too much? What if I do not buy enough? How many cocktails should be on the menu? Do I need a bartender for 40 people?

The bar is one of the most visible parts of any event. It is where guests gather first, where energy builds, and where memories get made. But it does not have to be complicated to plan.

This guide covers the practical questions we hear most often. Use it as a reference while you are planning, and reach out whenever you want us to handle the details for you.

How Much Alcohol Do I Need?

This is the most common question we get. The answer depends on your guest count, service duration, time of day, and how much your crowd drinks. But there is a reliable formula that works for most events.

That number sounds large, but it accounts for the reality that the first hour of any event is the heaviest pour. Guests arrive, find the bar, and settle in. After that, consumption tapers naturally.

A few factors that adjust the estimate up or down:

Time of day. Afternoon events tend to run lighter than evening events. A Sunday afternoon engagement party will not drink like a Saturday night wedding reception.

Guest demographic. A crowd of college friends will consume differently than a family reunion with grandparents and kids. We help you factor this in.

Cocktail-to-wine-to-beer ratio. If your crowd skews toward wine and beer, you will need less hard liquor. If they love cocktails, plan heavier on spirits and mixers.

The good news: you do not have to figure this out alone. Once we finalize your cocktail menu, we provide a detailed shopping list with exact quantities tailored to your guest count and service hours. No guesswork. No overbuying.

Most retailers accept returns on unopened bottles. Buy a little extra and return what you do not use.

How Many Cocktails Should Be on the Menu?

We recommend 3 to 5 signature cocktails plus at least one craft mocktail. This gives guests enough variety to find something they love without overwhelming them or slowing down service.

More is not always better. A tightly curated menu of 4 exceptional drinks will outperform a sprawling list of 12 mediocre ones. Every cocktail on the menu should earn its spot.

Here is how we usually build a balanced menu:

One crowd-pleaser. Something approachable and universally loved. A margarita, a paloma, a vodka-based spritz. This is the drink that handles 40% of your orders and keeps the line moving.

One conversation-starter. Something with a unique ingredient or presentation that gives guests something to talk about. Smoked mezcal, edible flowers, a custom garnish. This is the drink that ends up on Instagram.

One classic with a twist. An elevated version of something familiar. An old fashioned with a seasonal element, a French 75 with a floral note. Satisfies the purists while still feeling curated.

One mocktail that stands on its own. Not an afterthought. A non-alcoholic drink that is just as beautiful, complex, and intentional as the cocktails. Pregnant guests, designated drivers, and non-drinkers should feel equally celebrated.

For larger events (150+ guests), we may add one or two more options. For intimate gatherings under 40, three cocktails plus a mocktail is usually perfect.

We also always have wine and beer available for guests who prefer classics. Visit our drink menu page for examples of what we create.

When Should I Book?

The short answer: as early as possible. Our calendar fills seasonally, and popular dates go fast.

2 to 3 months out is ideal for most events. This gives us enough time to design your custom menu, coordinate with your venue, and finalize every detail without rushing.

3 to 6 months out is recommended for weddings and peak-season events. Summer weekends, the holiday stretch from Thanksgiving through New Year's, and Valentine's Day weekend book earliest. If your event falls during one of these windows, do not wait.

Last-minute bookings. We accommodate them when we are available. If your event is two or three weeks away and you have not booked a bar service yet, call us. We have pulled together exceptional events on tight timelines. It is not ideal, but we would rather help than turn you away.

Not sure when to start planning? Reach out now and we will tell you whether your date is still open. There is no commitment required to check availability.

What Do I Provide vs. What Do You Bring?

This is one of the first things clients ask, and the breakdown is straightforward.

You provide the alcohol. That means the spirits, wine, and beer you want featured at your event. You choose the brands. You purchase them. You control exactly what is behind the bar.

We do this intentionally. It keeps your costs transparent. You see exactly what you are spending on alcohol without markups. It also gives you full control over quality. If you want Casamigos instead of a well tequila, that is your call.

We bring everything else. That includes all mixers (fresh juices, syrups, sodas, tonic, sparkling water), all garnishes (fresh fruit, herbs, edible flowers, specialty rims), glassware or eco-friendly alternatives, ice and coolers, all bar tools (shakers, jiggers, muddlers, strainers, pourers), a full bar station with professional setup, branded or custom menu signage, napkins and straws, and complete setup and breakdown.

You do not need to source anything except the bottles. Once your menu is finalized, we send a detailed shopping list with exact brands and quantities. Walk into the store, buy the list, and you are done.

For a deeper breakdown of what each package includes, visit our Party Plans page.

How Much Ice Do I Need?

More than you think. Ice is the most underestimated supply at every event, and running out of it is one of the fastest ways to derail bar service.

Outdoor events in Southern California summers can push that number higher. Direct sun melts ice fast, and guests drink more cold beverages when it is warm. For outdoor events, plan closer to 2.5 pounds per guest and make sure you have a shaded spot for the bar.

We handle all ice logistics on event day. You do not need to buy, transport, or store it. We arrive with enough ice for the full duration of service and manage replenishment throughout the night.

Tips for a Smooth Event Bar

After 200+ events, here is what we know makes the difference between a good bar experience and a great one.

Choose a flat, shaded area for outdoor setups. Uneven ground makes the bar wobble. Direct sun melts ice, warms drinks, and wilts garnishes. If you are outdoors, a covered or shaded spot is worth prioritizing when you plan your layout.

Have a backup indoor location. Southern California weather is usually cooperative, but rain and wind happen. If your event is fully outdoor, talk to your venue about a contingency space. We can set up anywhere.

Communicate dietary needs early. The sooner we know about allergies, restrictions, or preferences, the more thoughtfully we can build the menu. Vegan, gluten-free, sugar-free, nut-free. We design around all of it. Just let us know during the proposal phase.

Trust us to manage guest flow. We know how to keep lines short and glasses full. Bar placement, service speed, and drink staging are things we have optimized over hundreds of events.

Do not skimp on service hours. The most common regret we hear from hosts is ending bar service too early. If your event runs until 10pm, do not book the bar until 9pm. Give yourself a buffer.

Plan for non-drinkers. Somewhere between 20% and 30% of your guests may not drink alcohol. A strong mocktail program makes them feel included, not sidelined. We build this into every event.