Planning with an Event Bartender

Planning with an Event Bartender: A Brief Guide

1. Make sure the communication is crystal clear

• The Event Details: The date, time, location, and expected number of guests. Your bartender needs to know these critical details so they can accurately give you an idea of what to expect. There is nothing worst when dates and times do not match up.

• Drink Preferences: What type of drinks do you want to serve? Cocktails, high-balls, wine, beer, mocktails? There is a lot of difference choices out there. The right bartender can help with these choices to craft the right event or to keep costs low.

• Dietary Restrictions: This one has become quiet important in recent years. No one wants a hospital trip. Letting your bartender and your guests know what is being served is critical. If you want custom cocktails make sure that the ingredients are listed for your guests.

• Bar Setup: Where is the bar going? Does the event space have a setup already? Does a portable bar need to be rented for the day. Communicate with the bartender to discuss what you expect.

2. Beverage Menu Planning

• Signature Cocktails: A very popular choice. Asking the bartender to come up with a signature drink for both you and your significant other is a current trend. Think his & her cocktails. The signature drinks can also pair well with whatever theme you want at your event.

• Classic Cocktails: They are classics for a reason. A classic cocktail selection brings a element of class to any event. Whether it be an Old Fashioned or a Vesper Martini.

• Non- Alcoholic or Mocktails: Fancy drinks without alcohol. There is growing trend in the industry to have options for those at your event who don't want to take part in getting a buzz on. There are even setups that have infused flavoured water. Think cucumber and lemon water.

• Wine and Beer: A staple at any event. These two categories are a must. They don't however have to blow your budget. A good bartender can recommend good value options. Best part is you can return unopened bottles of wine and cases of beer. The event bartender can help keep costs down by selectively opening bottles for you.

3. Bar Staffing

• Number of Bartenders: Determining the number of bartenders per number of guests is not an exact science. If your selections are simple in nature you wont need many bartenders. If you have a lot of cocktails even the best bartender in the world can't keep up. A typical event will have an initial rush at the beginning of the event, slow down a bit and then go into full swing. If you only have one bartender for a large event expect lines at your event. The event bartenders will know their limits and have recommendations.

• Bartender Experience: Its usually best to go with someone who has at least 3 to 5 years of experience in the field. They can handle the volume of drinks going through the bar. You may pay more for them, but you are getting someone reliable.

4. Alcohol And Supplies

• Alcohol Purchase: You will need to discuss who is purchasing and sourcing the liquor for the event. The event service can purchase on behalf of you but will not pay for the alcohol. Not all event bartenders will do this service. You can arrange with your local liquor store to have the order ready to go beforehand. We do not recommend you go in and try to buy everything off the shelf. You run into not getting enough product for the event. If you expect the bartender to do this service for you expect to have an additional charge.

• Bar Supplies: Bar tools, cloths, matts, cleaning suppliers, knives, bottle openers should be covered by the event bartender. Supplies for cocktails will not typically be covered. Understand the bartender is suppling you a service not supplies. Some event bartenders build these costs into their packages others will charge for the extras that you have requested for. An additional thing to consider is if you are needing glassware or want to use disposable cups. Glassware rentals are available but sometimes come with other considerations.

5. Budget and Pricing

• Hourly Rate or Flat Fee: Determine the preferred payment method, credit card, e transfer, or cash. Some event bartenders charge an hourly fee or flat rate. Packages are commonplace too. You will likely see hourly rates between $25 to $75 per hour. Flat Fees can range from $250 to $1000 or more. Shop around.

• Tips: Discuss tipping etiquette with your guests, as tipping is customary for bartenders. You can also discuss an auto gratuity option.

• Toonie Bars: If you are looking to recover costs on the bar section of the event. A common option nowadays is the toonie bar. Essentially each drink ordered at the bar is two dollars. Think: Sell 200 drinks recover $400 in alcohol costs. Guests will not be offended by this type of bar as they are all your friends and family anyways, they are helping you on your big day.

In short there are a lot of dynamics to consider when planning for your event. Having a solid event bartender is your helper in planning, designing, and sourcing even before your event begins. Work with them and be clear on what you need and expect for the big day.

Happy Planning.