Event planners often have lofty dreams about how unique and memorable our event will be. We ooze with creative ideas, and love to execute over-the-top installations.
But we also know that a successful event usually boils down to a few main things: great music, awesome drinks, and delicious food.
And even with a dazzling DJ — if there isn’t enough to drink or eat, people will notice. That’s why estimating your food and drink needs up front is so important. And while crunching numbers may not seem sexy, neither is a bad party.
This blueprint from expert event manager Kate D’Elia Spiro will help you get started planning a successful, well-stocked event.
An efficient bar is a microcosm for a well-orchestrated event: when properly stocked, prepped, and manned by an able staff, the serving of drinks — even amid a whirlwind of guests — should seem effortless.
On average, a guest will drink two drinks in the first hour, and one drink every hour afterwards. But it's always a good idea to stock the bar with extra liquor and mixers, just in case an unexpected group shows up or the party lasts longer than anticipated.
You can also assume that 30% of guests will drink beer, 30% will drink wine, and 40% will drink hard liquor.
Here's an easy way to estimate how much you'll need of each:
• Liquor: 3 bottles per 25 guests
• Mixers: 12 liters per 25 guests
• Wine: 9 bottles per 25 guests
• Beer: 60 bottles per 25 guests
If you're hosting, keep in mind that most guests will need about three to four glasses per person.
To build your own at-home bar, keep the following list on-hand:
Supplies:
Shakers, Strainers, Jiggers, Bottle Openers, Wine Keys, Pour Spouts, Margarita Rimmer, Juicer, Cutting Board, Knife, Ice Scoops, Bar Mats, Straws, Cocktail Napkins, Bar Caddies, Fruit Caddies, Glasses or Disposable Cups, Trash cans & Liners, Ashtrays, Coolers, Ice bins and Ice.
Full Bar Stock (in additional to alcohol):
Coke, Diet Coke, 7-Up, Red Bull, Bottled Water, Tonic Water, Club Soda, Grenadine, Bloody Mary Mix, Sour (Margarita) Mix, Orange Juice, Cranberry Juice, Pineapple Juice, Grapefruit Juice, Lemons, Limes, Olives, Cherries, Sugar and Salt.
• For close friends who don’t mind rubbing elbows: 5.5-6 square feet per person
• For a party with both friends and foes: 7.5 square feet per person
• For ample room and sporadic dancing: 10 square feet per person
Blueprint aside, it’s also crucial to know your crowd. Space constraints and fire exits are important, but knowing your audience — age, gender, interests — is vital. The amount of alcohol needed for a baby shower, for example, may be scaled back in comparison to your company’s holiday party.
Either way, with these guidelines, you’ll be able to attack your next event with the cool calmness of a seasoned party veteran.
Hungry for more tips? Check out these 51 little event planning details you can't forget at your next event.
Ben Hindman is co-founder and CEO of Splash, the country's fastest-growing event marketing platform that helps businesses and brands more effectively market through their events. An event planner turned tech entrepreneur, events are in Ben’s DNA. Prior to starting Splash, Ben was the Director of Events at Thrillist, where he produced large-scale events from concerts to mystery fly-aways.
