Running a bar at events in Oxfordshire

Running a Successful Bar for Events: A Wave staffing guide for Event Planners / Organisers

Organising a bar for an event is a critical part of creating a memorable guest experience.

Whether it’s a wedding, corporate function, or private party, careful planning ensures smooth service, satisfied guests, and a stress-free event for organisers.

The Wave Staffing guide covers sourcing quality drinks, calculating quantities, drink variations, mobile bar setup, and staffing requirements.

Sourcing Quality Drinks

• Work with Reputable Suppliers: Partner with trusted beverage suppliers who offer a range of premium wines, spirits, beers, and soft drinks. Many event bar services can handle procurement and delivery, ensuring drinks arrive chilled and ready to serve.

  
  

• Tailor to Your Audience: Select drinks that match your event theme and guest preferences. For wine, popular and approachable varietals like Shiraz/Syrah, Merlot, and Malbec are crowd-pleasers for reds, while Sauvignon Blanc and Chardonnay work well for whites8. For beer, offer at least one mainstream and one specialty option to cater to different tastes.

• Non-Alcoholic Options: Don’t overlook soft drinks. Offer sparkling water, fruit juices, sodas, and creative mocktails to accommodate all guests.

Calculating Drink Quantities

• General Rule of Thumb: Plan for 1–2 alcoholic drinks per guest per hour, adjusting for event type and guest profile. For non-alcoholic drinks, estimate 2–3 servings per person over 4–5 hours.

• Sample Calculation: For a 5-hour event with 100 guests, you’ll need approximately:

  
  

  • Champagne: 17 bottles (750 ml each) for a toast

  • Red Wine: 10 bottles (750 ml each)

  • White Wine: 10 bottles (750 ml each)

  • Spirits: 11 bottles (1 L each)

  • Beer: 100 bottles/cans

  • Soft Drinks: 200–300 servings (mix of water, sodas, juices)

    
    

• Add a Buffer: Always include a 10% margin to cover unexpected demand or spillage.

Drink Variations to Offer

Drink Type	Popular Variations & Tips
Champagne	Use for toasts or as a welcome drink.
Wine	Offer at least one red and one white; choose versatile varietals
Beer	Provide a mainstream lager and a craft or specialty beers
Spirits	Stock basics: vodka, gin, rum, whisky; add liqueurs for cocktails
Soft Drinks	Include sparkling/still water, sodas, juices, and mocktails

• Cocktails & Mocktails: Signature cocktails can add a unique touch; ensure bartenders are trained to prepare them efficiently

Using a Mobile Bar

• Setup: Mobile bars are ideal for flexibility and style. Choose a location that’s accessible, has enough space, and is near power sources for fridges or lighting.

  
  

• Equipment: Ensure you have refrigeration, ice machines, glassware, garnishes, and all necessary bar tools

  
  

• Presentation: A well-designed mobile bar enhances the guest experience and can be tailored to your event’s theme.

  
  

Staffing Requirements

• Bartender-to-Guest Ratio: Aim for one bar per 50 guests for efficient service. One of the biggest feed back points for any event is if the bar is under staffed

  
  

• For staffing, plan for:

  
  

  • 2 bartenders for up to 40 guests

  • 3 bartenders for up to 100 guests

  • Additional staff for larger events or complex drink menus

• Support Staff: Assign runners to clear glasses, restock supplies, and manage rubbish. Professional mixologists can elevate the experience for cocktail-focused events.

  
  

• Customer Service: Hire friendly, experienced staff who can manage busy periods and provide responsible alcohol service.

Final Tips for Event Planners

• Customise the Menu: Adapt your drink selection and service style to the event’s audience and objectives.

  
  

• Plan Logistics: Ensure timely delivery, proper chilling, and efficient bar setup before guests arrive

• Monitor Consumption: Have a plan for responsible service and clear signage for legal drinking age

• Flexibility: Be prepared to adjust quantities or offerings based on guest feedback or last-minute changes.

By following these best practices, event planners can deliver a seamless, enjoyable bar experience that enhances any event.

https://www.wavestaffing.co.uk/food-and-drink-service

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