Wedding Bar Tips
Insider secrets from professional bartenders. Save money, avoid disasters, and throw a celebration your guests will remember.
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Top 5 Tips
- Ice: Buy 3x what you think you need. Seriously.
- Staff: 1 bartender per 75 guests minimum
- Buffer: Buy 20% extra, return unopened bottles
- Chill early: Start cooling drinks 24 hours ahead
- Water: Station water away from bar to reduce traffic
Money Saving
Buy from stores with return policies
Costco, Total Wine, and many liquor stores accept returns of unopened bottles. Buy 20% extra and return what you don't use.
Skip the top-shelf
Mid-tier spirits taste nearly identical in mixed drinks. Save premium bottles for straight pours only (if at all).
Serve beer and wine during dinner
Switch to beer and wine only during the meal. Most guests won't notice, and you'll save on liquor.
Batch your signature cocktails
Pre-mixed cocktails reduce bartender labor and let you buy exactly what you need rather than full bottles of everything.
Timing & Service
Open the bar 15 minutes early
Guests arrive eager to drink. Having the bar ready prevents a rush and sets a relaxed tone.
Two bars for 100+ guests
One bar per 75-100 guests prevents long lines. Position them on opposite sides of the room.
Stock the bar stations identically
Guests will migrate to whichever bar is shorter. Different offerings create confusion and longer waits.
Last call announcement
Have your DJ or MC announce last call 30 minutes before bar close. Avoids disappointment and rush.
Ice & Temperature
Double your ice estimate for outdoor events
Heat melts ice fast. Plan 3 lbs per person for summer outdoor weddings instead of the usual 1.5 lbs.
Assign an ice wrangler
Give someone the specific job of monitoring and replenishing ice. Running out mid-reception is a disaster.
Pre-chill everything possible
White wine and beer should go in coolers or fridges the night before. Day-of is too late.
Separate ice for drinks vs. chilling bottles
Don't scoop from the bottle tub. Have dedicated "clean" ice bins with scoops for drinks.
Guest Experience
Display a drink menu
A simple sign listing available drinks speeds up ordering and helps indecisive guests.
Water stations everywhere
Place water dispensers away from the bar. Keeps hydration accessible and reduces bar traffic.
Don't forget non-drinkers
15-20% of guests may not drink alcohol. Stock sparkling water, interesting sodas, and a mocktail option.
Consider dietary restrictions
Some wines/beers aren't vegan or gluten-free. Have options available and labeled if you know guests need them.
Common Mistakes to Avoid
Underestimating ice
Ice runs out before alcohol at 80% of DIY weddings. Triple your initial estimate.
Not enough bartenders
One bartender per 75 guests maximum. Two bartenders for 100 guests is much better than one.
Forgetting the tools
Openers, corkscrews, ice scoops, napkins, trash bins. Make a checklist and check it twice.
Self-serve hard alcohol
Never. Guests over-pour, liability increases, and alcohol runs out faster. Beer/wine self-serve is okay.
Not chilling in advance
Start chilling white wine and beer 24 hours before. An hour in ice isn't enough.
Ignoring the venue contract
Some venues prohibit outside alcohol, require licensed bartenders, or have insurance requirements. Read carefully.
Day-Of Setup Checklist
- Set up bar tables with linens
- Position ice tubs and fill with ice
- Stock all bottles and glasses
- Set out openers, napkins, straws
- Position trash and recycling bins
- Put up drink menu signage
- Add white wine and beer to ice
- Prep garnishes (slice citrus)
- Fill ice bins for drinks
- Brief bartenders on signature drinks
- Confirm backup supply locations
- Open bar 15 min early if possible
Wine Service Tips
Temperature Guide
- Sparkling: 38-45°F (very cold)
- White & Rosé: 45-50°F (cold)
- Light Red: 55-60°F (cool)
- Full Red: 60-65°F (cellar temp)
Pouring Guide
- Standard pour: 5 oz (150ml)
- Bottles per case: 12
- Glasses per bottle: 5
- Open bottles last: 4-6 hours
Frequently Asked Questions
What time should the bar close at a wedding?
Most venues require bar service to end 30-60 minutes before the event ends. This allows guests to sober up and reduces liability. A typical timeline: bar opens at cocktail hour, full service through dinner and dancing, last call 30 minutes before end, bar closes 15 minutes before guests leave.
How do I handle guests who drink too much?
Brief your bartenders to cut off visibly intoxicated guests politely. Have water and coffee readily available. Designate a trusted friend or coordinator to handle any issues. Consider hiring professional bartenders who are trained in responsible service.
Should I have a cash bar or open bar?
Open bars are more common and generally expected at weddings. If budget is tight, consider a limited open bar (beer/wine only) or open bar for cocktail hour only, then cash after. Fully cash bars may frustrate guests who traveled for your event.
How do I prevent underage drinking?
Professional bartenders check IDs for anyone who looks under 30. Use different colored wristbands for guests 21+ at check-in. Keep the bar area well-lit and visible. Never allow self-service alcohol stations.
What if my venue doesn't allow outside alcohol?
Most venues with this policy are trying to sell you their bar packages. Negotiate - sometimes you can bring wine for toasts or specific items they don't stock. Read your contract carefully for corkage fees and minimums before signing.
How much should I tip wedding bartenders?
15-20% of the total bar bill is standard, or $20-50 per bartender for a flat rate. Some venues include gratuity in the contract - check before double-tipping. Cash tips on the night are always appreciated.
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