Planning your wedding is exciting, but navigating the details of bar service can sometimes feel overwhelming. This step-by-step guide is designed to provide you with insights, expert advice, and essential factors to consider when hiring wedding bartenders, mobile bars, and catering bartenders.
Keep in mind that every wedding is unique, so there is no “one-size-fits-all” solution—each decision will be based on your vision, venue, and preferences.
This guide will help you avoid the most common mistakes couples make when hiring bartenders, while also ensuring that your wedding bar service is nothing short of spectacular.
DELUXE BARTENDING SERVICE
Your Step-by-Step Guide
Planning your wedding bar service can be overwhelming, with so many details to consider—from choosing the right bartenders to managing your alcohol budget. This guide will walk you through the essentials of hiring wedding bartenders, mobile bars, and catering staff, ensuring your wedding day is stress-free and your guests have a fantastic experience. Every wedding is unique, so while these tips are meant to provide a broad overview, it’s important to remember that each wedding has its own needs.
1. Choosing the Right Bar Service for Your Wedding
The type of bar service you choose is key to setting the tone for your wedding. Here are a few popular options, each catering to different budgets, themes, and vibes:
- Mobile Bars (Horse Trailer or Custom Bars): These trendy bars are a crowd favorite, offering a great backdrop for wedding photos while providing a fun, personalized experience. They are perfect for outdoor weddings, but keep in mind they can be more expensive, especially once alcohol and transportation costs are factored in.
- Beer and Wine Only: A simple, budget-friendly option that limits the alcohol selection to beer and wine. This option is especially popular at winery venues but can work anywhere. It’s also ideal for couples who want to keep guests from overindulging. A stylish presentation with decorative wine chillers and seasonal sangria can make this bar look elegant without breaking the bank.
- Beer, Wine, and Signature Drinks: A popular choice for couples who want to offer a little more variety without going full open bar. Offering a few local beers, wines, and creative signature cocktails can add a personal touch. Some couples even name their drinks after their pets or memorable moments in their relationship. Signature drinks create a memorable experience without the need for a fully stocked bar.
- Full Open Bar: If you want a wide selection of cocktails, beers, and wines, a full open bar might be the best choice. Though it’s pricier, it gives guests a lot of options to choose from. To balance costs, you can provide a limited selection of spirits or stick to a specific liquor category.
2. Understanding Your Wedding Bar Budget
Alcohol can be one of the largest costs of your wedding, so it’s essential to plan accordingly. Depending on your guest count and menu, wedding bar costs can quickly add up. Here’s a typical cost breakdown for 100 guests:
- Bartender Fees: $350-$600 for up to 4 hours of service per bartender, with additional charges for extra hours
- Mobile Bar Setup: Around $150 for decorative tables and equipment.
- Bar Equipment: Coolers, ice tins, shakers, strainers, and more can add another $150 to your budget.
- Ice: The amount of ice you’ll need depends on the size of your guest list and the drinks you’re serving. Generally, 1.5 to 5 pounds of ice per person is a good rule of thumb.
- Mixers and Garnishes: Expect to spend around $2.50 per person on sodas, juices, garnishes, and specialty ingredients.
- Trash Removal: Make sure trash removal is included in your venue or vendor package. If not, you’ll need to budget for it, which can start at around $200.
- Glassware and Napkins: Glassware can get expensive, especially if you opt for fancy glassware over plastic cups. Consider backup options like clear plastic cups in case of any mishaps.
3. How Much Alcohol Should You Budget for Per Guest?
A good rule of thumb is to budget $10-$20 per person for alcohol, but this can vary depending on the bar options you choose and the types of drinks your guests prefer. A professional bartending team will help calculate the right amount of alcohol based on your guest list, wedding schedule, and drink preferences, but here are a few tips to stretch your budget:
- Go for larger bottles of liquor and wine to get more for your money.
- Opt for less expensive, quality “rail” spirits instead of high-end brands.
- Limit the number of cocktails or offer beer and wine only.
- Serve beer and wine during cocktail hour and save signature cocktails for the reception.
- Consider buying in bulk and returning unused alcohol after the event.
Your bartending service will advise you on the approximate cost prior to your wedding.
4. How Many Bartenders Do You Need?
Nothing kills the party vibe like a long wait at the bar. To ensure smooth and efficient service, it’s important to determine how many bartenders you’ll need based on your guest count.
Bartender Ratio:
- 1 bartender per 70-90 guests – This is the ideal ratio to ensure a fast, efficient bar service that keeps the drinks flowing without long lines.
- Some events expect bar runs hire 1 bartender per 50 guests. This is great for keeping waits and lines short.
How to Calculate Your Needs:
To make it easier, Deluxe Bartending Service offers a helpful tool to determine the exact number of bartenders you need based on your guest count and the type of drinks you plan to serve. The more bartenders you have, the faster the service, which means a better overall experience for your guests.
Additional Resources:
For more insights and tips, check out community discussions on Reddit like r/Bartenders or r/EventPlanning. These forums are filled with people who are happy to share their experiences and advice.
The Right Team Matters:
When hiring bartenders for your wedding, it’s important to choose reliable, professional staff. Look for a reputable staffing agency like Deluxe Bartending Service. Whether you need bartenders for a small, intimate event or a large celebration, we provide skilled experts to keep your guests happy and the drinks flowing.
5. Ensure Your Bartenders Are Insured
Before hiring bartenders, whether you’re going through a staffing agency or hiring someone personally, make sure they have liquor liability insurance.
Why Insurance Matters:
- Legal Protection: An insured bartender has the legal right to refuse service to guests who’ve had too much to drink. This helps keep the event safe and enjoyable for everyone.
- Peace of Mind: This is especially important if you’re paying for premium wedding bartenders. Insurance ensures your bartender is covered in case anything goes wrong.
Without proper liability insurance, any incident could result in legal consequences for you, your spouse, or your venue. Protect your big day by confirming that your bartender has the necessary coverage to keep your celebration safe and stress-free.
6. What Not to Skimp On When Hiring Wedding Bartenders
While it’s tempting to cut costs in some areas, here are key elements you should never compromise on:
- Bartender Staff: Aim for 1 bartender per 50 guests, but complex weddings with long cocktail hours or large guest lists may require more staff. If your ceremony and reception are in different areas, more bartenders will ensure a smooth setup and efficient service.
- Alcohol Planning: If you’re providing your own alcohol, communicate with your bartending team well in advance. They can help ensure you don’t run out of anything and that you have the right quantity and variety for your guests.
- Water Service: It’s easy to overlook, but water is essential. Make sure there are ample water stations available throughout the venue. Consider adding fruit to water dispensers for a decorative touch and ensure your bartenders have access to filtered water. This will be needed towards the end of your event, when designated drivers need to hydrate up before returning home.
Back-Up Glassware: If you’re using mason jars or reusable cups as favors, make sure you have backup options for water and other drinks.
7. What Equipment Does Your Bartending Team Need?
Don’t assume that the venue’s bar will have all the necessary equipment.
Many venues provide a “serving bar,” but you’ll need additional supplies like coolers, back storage for alcohol, and enough space for your bartenders to work efficiently.
- Generally, a bar table can be rented for about $100.
- Coolers and other items may be rented from the bartenders or the venue.
If you’re using a mobile bar, your bartending team can suggest exactly what equipment you’ll need based on the number of guests, your beverage menu, and your venue’s layout.
8. Communication is Key with Your Bartending Team
Clear communication with your bartending team is crucial to ensuring everything runs smoothly. Here’s how to avoid any last-minute hiccups:
- Provide a detailed itinerary to your bartenders in advance, including timelines for cocktails, toasts, and when you want to switch between different bar services.
- Check-in with your wedding planner to ensure they’re on the same page with the bartending team, especially regarding timelines and any last-minute changes.
- Have a phone call with your bartending team to discuss the specifics. While email is convenient, sometimes a quick conversation can clear up any confusion.
9. Identifying Red Flags
When hiring bartenders for your wedding, it’s crucial to watch out for red flags that could indicate potential issues.
1. Overpromising Service
If a bartender claims they can mix multiple complex cocktails for 200+ guests with only 1 staff member, it’s a major red flag. A high guest-to-bartender ratio can result in slow service, long lines, and frustrated guests. Be sure to confirm they’re realistic about the number of bartenders needed for your event.
2. Personality and Vibe
Your wedding bartenders should not only be skilled but also personable and friendly. They should contribute to the fun atmosphere of your special day, adding to the overall enjoyment rather than just focusing on the drink preparation. Look for bartenders who can keep the party mood lively and engage with guests, ensuring everyone has a great time.
Final Tips
As you plan your wedding bar service, it’s crucial to choose a professional bartending team that not only has the experience but is also invested in your vision for the event. The right bartenders will take the time to understand your needs, ask the right questions, and offer advice on creating a seamless, enjoyable experience for both you and your guests.
With proper planning, communication, and budgeting, you can ensure your wedding bar is not just a service, but a standout feature of your celebration. Cheers to a stress-free wedding day filled with unforgettable moments!
At Deluxe Bartending Service, we specialize in providing top-notch bartending staff who are not only experienced but also passionate about creating an unforgettable experience for you and your guests. Whether you’re hosting an intimate gathering or a grand celebration, our professional bartenders will ensure your bar service is seamless, fun, and stress-free.
Ready to elevate your wedding day with exceptional bartending service?
Request a quote below and let us help you make your special day unforgettable!
