Bar and Beverage Guide
Bar & Beverage Planning Guide
Planning the drinks for an event can feel surprisingly complicated. How much wine do you need? How many glasses should you hire? What bar equipment will your team need behind the scenes?
Whether you're organising a wedding, corporate reception, private party or cocktail event, this practical guide will help you plan your bar setup, glassware and drinks quantities with more confidence.
Use the recommendations below as a starting point, then adjust them to suit your guest profile, event length, drinks menu and time of year.
Start with Your Guest List
Your guest numbers are the starting point for both drinks and glassware quantities. Think about the age profile of your guests, how long the event will last and whether you are also serving food.
Choose the Right Glasses
Match your glassware to your drinks menu. Depending on what you are serving, you may need wine glasses, champagne glasses, Slim Jims, cocktail glasses, beer glasses and water glasses.
It is better to allow a little extra glassware than risk running short, particularly where guests may switch between different drinks.
Plan the Working Bar
A successful bar needs more than drinks and glasses. Think about ice, refrigeration, bottle openers, corkscrews, cocktail equipment, garnishes, water jugs, serving trays and practical storage.
If you're hiring a bar counter, make sure there is enough working space behind it for staff and equipment.
Think About How Drinks Will Be Served
Consider whether guests will order at the bar, be served by waiting staff or help themselves from drinks stations. The service style will affect the amount of glassware, bar equipment and working space you need.
How Many Glasses Do You Need?
Use these figures as a practical starting point when planning glassware hire for your event.
Slim Jim Glasses
1–2 per guestSlim Jims are versatile and can be used for water, soft drinks, spirits and beer depending on the size selected.
Wine Glasses
Approx. 2 per guestAllowing more than one wine glass per guest helps where people switch between red and white wine during the event.
Champagne Glasses
1 per guestAllow one champagne or sparkling-wine glass per guest so everyone can take part in a toast or arrival drink.
Estimate Your Total Drinks Requirement
Enter your guest numbers and event duration for a simple starting estimate based on approximately two drinks per guest, per hour.
This is a broad planning estimate and includes alcoholic and non-alcoholic drinks.
Adjust your quantities to reflect your guests, weather, event type and drinks menu. Longer events and warm weather may increase demand for water and soft drinks.
Example Drinks List for 40 Guests
The following provides a useful starting point for a mixed drinks selection for approximately 40 guests.
Bar Equipment Checklist
Don't forget the practical items that help keep your bar running smoothly throughout the event.
Cocktail shaker
Bottle opener
Corkscrew
Water jugs
Ice buckets
Ice tongs or scoops
Small preparation knife
Drink garnishes
Napkins
Bar refrigeration
Barware & Glassware for Hire
Browse the equipment and glassware you need to create a complete drinks service for your event.
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