We party scientists often have lofty dreams about how unique and memorable our next event will be. We ooze with creative ideas and love to execute over-the-top installations.
But we also know that a successful party primarily boils down to a few main items: Great music. Awesome drinks. And good 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 need up front is so important. And while crunching numbers may not seem sexy, neither is a bad party.
The following blueprint from expert event manager Kate D’Elia Spiro, is a good starting point for 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. Stocking the bar with extra liquor and mixers is always a good idea, just in case an unexpected group shows up, or a party lasts longer than anticipated.
You can assume that 30% of guests will drink beer, 30% will drink wine, and 40% will drink hard liquor.
- Liquor needs: 3 bottles per 25 guests
- Wine needs: 9 bottles per 25 guests
- Mixer needs: 12 liters per 25 guests
- Beer needs: 60 bottles per 25 guests
If you’re not hosting the party at your place, you can assume a bar will charge the following price per guest:
- $20-25 per hour for well drinks (+ beer, wine & soda)
- $30+ per hour for top-shelf drinks (+ beer, wine & soda)
If you are throwing a party at your home, most guests will need about three to four glasses per person.
To build your own event bar, keep the following list in mind:
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 inventory):
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.
- 5.5-6 square feet per person: For super close friends who don’t mind rubbing elbows
- 7.5 square feet per person: For a party with both friends and foes
- 10 square feet per person: Ample room and sporadic dancing
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.
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. He also co-founded the invite-only Summit Series, a premier event which attracts the world's leading entrepreneurs. Before that, Ben founded and sold DC By Foot, DC's only free walking tour company. In another life, Ben goes by Benny Beatbox, and has performed at the White House and on stage with Naughty by Nature – but not at the same time.
