How Much Alcohol for 250 Guests Wedding?
Planning a major celebration? At 250 guests, you are in event-scale territory. Here is your complete guide to bar logistics.
TL;DR - Quick Answer
For 250 guests at a 5-hour wedding: 4 kegs + 5 cases of beer, 70 bottles of wine, 12 bottles of liquor, and 40 bottles of champagne for the toast. Total budget: $4,000-6,000 depending on quality.
Get exact numbers for your weddingThe Math Behind 250 Wedding Guests
At 250 guests, you are hosting an event that rivals many venues' maximum capacity. The math scales linearly, but complexity grows exponentially. Here is the standard formula:
Here is how we split those 1,500 drinks:
Why Professional Help Makes Sense
At 250 guests, consider this more of an event than a party. Here is why professionals earn their fee:
Beverage Distributor
- Wholesale pricing (20-30% savings)
- Delivery to venue included
- Returns on unopened products
- Expert quantity recommendations
Beverage Caterer
- Full bar management
- Professional bartenders included
- Setup and breakdown
- Insurance and licensing handled
Bar Styles for 250 Guests
Full Open Bar
Premium experience - guests can order anything
Beer, Wine & Signature Cocktails
Elegant and cost-effective
Beer and Wine Only
Simple, elegant, and budget-friendly
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Our calculator adjusts for your reception length, crowd preferences, and bar style.
Try the Wedding CalculatorDetailed Budget for 250 Guests
Mid-Range Budget Breakdown
Alcohol
Supplies & Service
*Excludes bartender labor. Add $150-250 per bartender for 5-hour service.
Logistics Checklist for 250 Guests
Staffing
Equipment
Space Requirements
Vendor Coordination Timeline
Book beverage caterer or distributor, confirm venue alcohol policies
Finalize bar style and menu, request quotes
Place orders for specialty items, confirm staffing
Final quantity confirmation, delivery scheduling
Venue walkthrough with vendor, confirm setup details
Delivery and initial setup
Final setup, ice delivery, staff arrival 2 hours before
Money-Saving Tips for 250+ Guests
Buy wine by the case
Most distributors offer 15-20% off case pricing
Keg priority
Kegs cost 30% less per beer than bottles/cans
Limit liquor options
4-5 well-chosen spirits beats 10 mediocre ones
Prosecco over champagne
Great quality at 40-50% less for toasts
Batch cocktails
Pre-made signature drinks reduce bartender count
Returns policy
Confirm you can return unopened cases and kegs
Frequently Asked Questions
How many bottles of wine for 250 wedding guests?
For 250 guests at a 5-hour wedding reception, plan for 70-80 bottles of wine. This equals about 6-7 cases. At this volume, work directly with distributors for better pricing and delivery.
How many kegs for a 250 person wedding?
Plan for 4-5 full-size kegs (each serves 165 beers) for 250 guests. This provides 660-825 beers. Mix keg styles: 2 domestic lagers, 1-2 craft options, and keep a few cases for variety.
How much champagne for 250 guests wedding toast?
For a champagne toast with 250 guests, you need 36-40 bottles. Each 750ml bottle pours about 7 flutes. Order 4 cases (48 bottles) to ensure everyone gets a glass with room for refills.
How much does alcohol for 250 guests wedding cost?
Budget $4,000-7,000 for alcohol for 250 guests depending on quality. Wholesale pricing is essential at this scale. Work with a beverage distributor who specializes in events.
How many bartenders for a 250 person wedding?
Plan for 5-6 bartenders for 250 guests. Set up 3 bar stations to distribute traffic. During cocktail hour, you may need 7-8 bartenders to handle peak demand.
Should I hire a beverage caterer for 250 guests?
Strongly recommended. At 250 guests, professional beverage management handles ordering, delivery, setup, staffing, and returns. This reduces stress and often saves money through vendor relationships.
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