Wedding Bar Checklist
The complete guide to planning, stocking, and running the perfect wedding bar. From alcohol quantities to ice - everything you need in one place.
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Enter your details and get exact quantities for beer, wine, liquor, mixers, and supplies.
TL;DR - The Essentials
- Alcohol: 1 drink per person per hour. For 100 guests, 4 hours: 14 cases beer, 28 bottles wine, 6 bottles liquor
- Ice: 1.5 lbs per person (150 lbs for 100 guests)
- Glassware: 2-3 glasses per person if no washing available
- Budget: $15-40 per person for DIY bar
- Staff: 1 bartender per 50-75 guests
Alcohol Checklist
Use the formula: guests × hours = total drinks. Then split by type based on your crowd. The standard split is 40% beer, 35% wine, 25% liquor - but adjust for your guests.
- Light lager (most popular)
- Domestic favorite
- Craft/IPA option
- Non-alcoholic beer
24-pack case = 24 drinks
- Chardonnay
- Pinot Grigio/Sauvignon Blanc
- Cabernet Sauvignon
- Pinot Noir/Merlot
- Rose (optional)
- Champagne/Prosecco (toasts)
750ml bottle = 5 glasses
- Vodka (essential)
- Whiskey/Bourbon
- Rum
- Gin
- Tequila
750ml bottle = 16-17 drinks
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Enter your guest count and event details for a personalized shopping list.
Use the CalculatorSupplies & Equipment
- Bar table(s) - 6ft for small, 8ft for large
- Tablecloths to floor level
- Ice tubs or coolers (3-4 large)
- Bottle openers (3-4)
- Wine openers (2-3)
- Cocktail shakers (if mixing)
- Jiggers/measuring cups
- Ice scoop (never use hands)
- Cocktail napkins (5 per guest)
- Straws (if desired)
- Drink stirrers
- Trash bins (2-3 near bar)
- Recycling bins
- Bar towels (6-10)
- Cutting boards
- Sharp knives for garnishes
Mixers & Garnishes
Plan 1 liter of mixers per 3 guests. For 100 guests, that is about 33 liters total across all mixer types.
- Club soda/sparkling water
- Tonic water
- Cola
- Diet cola
- Ginger ale
- Lemon-lime soda
- Orange juice
- Cranberry juice
- Pineapple juice
- Lemons (1 per 4 guests)
- Limes (1 per 4 guests)
- Oranges (for old fashioneds)
- Maraschino cherries
- Olives (for martinis)
- Simple syrup
- Angostura bitters
- Grenadine
Glassware Guide
If you have on-site dishwashing, plan 1.5 glasses per person per type. Without washing, plan 2-3 glasses per person total. For 100 guests without washing: 250-300 glasses.
| Glass Type | Used For | Per 100 Guests |
|---|---|---|
| Wine glasses | Red & white wine | 100-150 |
| Champagne flutes | Toasts | 100-110 |
| Highball glasses | Mixed drinks, sodas | 75-100 |
| Rocks glasses | Whiskey, old fashioneds | 50-75 |
| Pint glasses or cups | Beer | 100-150 |
Pro Tip: Consider Disposable
High-quality disposable stemless wine glasses and clear plastic cups look elegant and eliminate breakage worries. Cost: $0.50-1.50 per glass vs. $1-3 rental fee plus breakage charges.
Ice Requirements
Ice is the most commonly underestimated item. Plan 1.5 lbs per person for drinks, plus extra for chilling bottles.
Ice Calculator
Ice Tips
- Buy day-of or store in chest freezers
- Double for outdoor summer weddings
- Assign someone to ice duty
- Have backup source identified
Planning Timeline
Initial Planning
- Decide on bar style (full bar, beer/wine, signature cocktails)
- Research venue alcohol policies
- Get quotes from bartending services
- Start estimating quantities with our calculator
Finalize Details
- Confirm final guest count
- Finalize drink selection
- Book bartenders
- Reserve glassware rentals
Purchase Alcohol
- Buy alcohol (check return policy)
- Order specialty items
- Purchase mixers and garnishes
- Buy bar supplies
Final Prep
- Confirm delivery/pickup for rentals
- Create bar setup diagram
- Brief bartenders on signature drinks
- Prepare garnishes
Setup
- Pick up ice (morning of)
- Set up bar 2-3 hours before
- Chill white wine and beer
- Prep garnishes and ice buckets
- Brief bartenders on schedule
Budget Breakdown
Budget $15-40 per person for a DIY bar. Here is how it breaks down for 100 guests at a 4-hour reception:
Add $150-300 per bartender if hiring professional service (recommended).
Common Mistakes to Avoid
Underestimating ice
Ice runs out before alcohol. Plan 1.5-2 lbs per person and assign someone to monitor levels.
Forgetting the cocktail hour
Guests drink more during cocktail hour. Plan 2 drinks per person for that first hour.
Not chilling enough in advance
White wine and beer need 4+ hours to chill. Start the day before if using coolers.
Skipping the buffer
Buy 15-20% extra and return what you don't use. Running out is worse than over-buying.
Insufficient bartenders
One bartender for 100+ guests means long lines. Plan 1 per 50-75 guests.
Forgetting non-alcoholic options
15-20% of guests may not drink. Stock sparkling water, sodas, and mocktail options.
Frequently Asked Questions
How far in advance should I buy alcohol for my wedding?
Buy alcohol 2-4 weeks before your wedding. This gives you time to find deals, ensure availability, and make adjustments. Check your store return policy - most allow returns of unopened bottles within 30 days.
How much does a DIY wedding bar cost?
A DIY wedding bar typically costs $15-40 per person depending on drink quality. For 100 guests, budget $1,500-4,000 for alcohol, plus $200-500 for supplies (ice, mixers, glassware). This is often 40-60% cheaper than venue bar packages.
Do I need a bartender for a DIY wedding bar?
While not legally required in most places, hiring bartenders is highly recommended. They ensure responsible service, keep lines moving, and let your family enjoy the party. Plan 1 bartender per 50-75 guests. Cost: $150-300 per bartender for 4-6 hours.
What alcohol brands should I buy for a wedding?
For most weddings, mid-tier brands hit the sweet spot of quality and value. Examples: Tito's or Smirnoff (vodka), Jim Beam or Buffalo Trace (bourbon), Bacardi (rum), Tanqueray (gin). Save premium bottles for the head table if desired.
How do I keep drinks cold at an outdoor wedding?
Use large galvanized tubs or coolers with drainage. Pre-chill bottles before adding to ice. Plan 2 lbs of ice per person (double the normal amount for outdoor events). Consider renting a portable refrigerator for backup stock.
Can I return unopened alcohol after the wedding?
Most liquor stores accept returns of unopened bottles with receipt. Check the policy before purchasing. Costco, Total Wine, and many local stores offer returns within 30-90 days. Buy 15-20% extra and return what you don't use.
What mixers do I need for a wedding bar?
Essential mixers: club soda, tonic water, cola, ginger ale, orange juice, cranberry juice, and lime juice. Plan 1 liter of mixers per 3 guests. Don't forget lemons, limes, and simple syrup for cocktails.
Get Your Personalized Shopping List
Enter your guest count and event details to get exact quantities for beer, wine, liquor, and mixers.
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