As an event planner, you want everything to be perfect. From the decorations to the music, you want every detail to be just right. But when it comes to the bar, well, let’s just say it’s easy to slip up on some very important things. So, we thought it would be helpful to shed light on these potential oversights. So, here are five mistakes that event planners often make when setting up their bar programs and what you can do to avoid them:
Mistake #1
Underestimating the number of drinks needed
It’s always better to have too much than it is to have too little, especially when it comes to drinks. Running out of beverages early is like telling your guests the party is over before it’s even begun. So trust us… don’t be shy! Stock up and make sure everyone’s glasses are always half-full.
- Always order more drinks than you think you’ll need.
- Consider the number of guests and the length of the event.
- Make sure to have plans to replenish supplies during the event if necessary.
- Understand the drinking habits of your guests and the type of event you’re hosting.
- Consider offering a cash bar or limited bar selection to limit the number of drinks needed.
- Work with a bar services business to determine the right amount of drinks to order based on their experience and knowledge.
Mistake #2
Not having enough bartenders
With only one bartender, you’ll end up with a long line and frustrated guests. Imagine waiting for a drink as long as the line for the latest iPhone. Not fun, right? Make sure you have enough bartenders to handle the crowd and keep the drinks flowing throughout your event.
- Consider your guest count and hire enough bartenders to handle your attendees.
- You should plan for at least one bartender per every 50 guests.
- Have additional bartenders on standby in case of high demand or if someone calls in sick.
Mistake #3
Neglecting the mixers
It’s not just about the alcohol, you also need mixers to make cocktails. Don’t forget to order soda, juice, and other mixers to keep the drinks coming. Otherwise, you’ll end up with a bunch of sad guests sipping on straight-up vodka. That might escalate a little too quickly.
- Make a list of all the mixers you need including soda, juice, and other ingredients for your cocktails
- Always order more than you think you’ll ever need.
- Offer non-alcoholic options for guests who don’t drink.
- Have a variety of mixers available to accommodate different tastes.
- Consider having a mocktail station where guests can create their own non-alcoholic drinks.
Mistake #4
Not having a backup plan
Murphy’s law states that anything that can go wrong will go wrong. Having a backup plan in case your bartenders get sick, or the product doesn’t arrive on time is critical. A bar services business can help ensure these issues are solved before they become problems. Trust us, you don’t want to be caught off guard on the big day.
- Have contingency plans in case something unexpected happens.
- Plan for inclement weather, power outages, and other emergencies.
- Have a plan in place for handling unruly guests who have had too much to drink.
- Hire a bar services business to handle everything for you.
Mistake #5
Ignoring the legalities
Make sure you have the right permits and insurance to serve alcohol at your event. Ignoring the legalities can result in hefty fines or even legal trouble. I mean, who wants to spend the morning after the event at the police station?
- Check local laws and regulations for serving alcohol at events.
- Obtain the necessary permits and insurance.
- Check the drinking age of all guests and only serve alcohol to those of legal age.
- Have a system in place for checking IDs and verifying age.
- Make sure all bartenders are trained in responsible service of alcohol and know the laws and regulations for serving alcohol.
How about one more? Bonus Mistake
Making things too complicated
Making things too complicated – Don’t get carried away with fancy cocktails or complicated drink orders. Keep it simple, your guests just want a drink that quenches their thirst. And if you really want to impress them, hire a bar services business that knows its way around a drink menu.
- Keep the drink menu simple and easy to execute.
- Offer classic cocktails that are easy to make and popular with guests.
- Hire a bar services business to handle the complicated stuff.
- Offer a limited selection of drinks rather than a full bar.
- Have pre-made cocktails available to reduce the time it takes to make drinks.
So there you have it, folks. Next time you’re planning an event, take these tips into consideration to avoid common bar program blunders. And if you’re feeling overwhelmed, remember that hiring a bar services business can save the day (and your sanity!).
