Wedding Bar Guide: Open Bar, Cash Bar & Drink Menu Planning

Step-by-Step Guide

1. 1

   Choose Your Bar Format

   Start by selecting a bar model that fits your budget and guest expectations. An open bar means you cover all drinks — typically the most generous but most expensive option, running $50 to $100 per person for a four-hour reception. A cash bar asks guests to pay for their own drinks, which saves money but can feel unwelcoming to some. A consumption bar (or host bar) charges you per drink actually served, offering a middle ground with less waste. Hybrid approaches — such as open beer and wine with a cash liquor bar, or an open first hour followed by cash — let you control costs while still treating guests to a round or two on you.

2. 2

   Build Your Drink Menu

   Curate a focused menu rather than offering every spirit behind the bar. A solid starting point is two signature cocktails (one spirit-forward, one refreshing), three to four beer options spanning light lager to craft ale, and four to five wines covering sparkling, white, rosé, and red. For spirits, stock the essentials: vodka, gin, rum, bourbon, and tequila. Adding a dedicated non-alcoholic section with mocktails, sparkling water, and a craft soda elevates the experience for pregnant guests, designated drivers, and anyone choosing not to drink. Print or display the menu prominently so guests order quickly and bartenders stay efficient.

3. 3

   Estimate Quantities and Ratios

   A common industry formula assumes each guest consumes one drink during the cocktail hour and one drink per hour thereafter. For a five-hour reception with 150 guests, plan for roughly 750 drinks total. Typical consumption splits are 50 percent beer and wine, 30 percent cocktails, and 20 percent non-alcoholic — but adjust for your crowd. A younger demographic may skew toward spirits; a brunch wedding will lean heavier on mimosas and spritzes. Ask your caterer about buyback policies on unopened bottles and kegs. Ordering slightly over estimate prevents running dry at midnight while buyback options reduce waste.

4. 4

   Hire and Staff Your Bar

   Plan one bartender per 50 guests for smooth service, or one per 75 if you are running a simplified menu with batch cocktails. For weddings over 200, add a dedicated barback to restock ice, glassware, and garnishes. Confirm whether your venue requires licensed bartenders or allows your own staff. Ask about bar placement — two smaller bars on opposite sides of the room reduce congestion better than one large central bar. During cocktail hour, consider a roaming tray-pass of signature drinks so guests are served before they even reach the bar line.

5. 5

   Plan Bar Timing and Service Flow

   Map your bar hours to the event timeline. Open the bar 15 minutes before cocktail hour begins so early arrivals are greeted with a drink. Close the bar 30 to 60 minutes before the last shuttle departs, switching to water, coffee, and a late-night snack to help guests wind down responsibly. Many couples opt to close the top-shelf spirits after dinner and keep beer, wine, and signature cocktails flowing to manage late-night costs. Alert your DJ or band to avoid making a last call announcement — have bartenders simply begin closing down to keep the mood festive rather than abrupt.

6. 6

   Handle Licenses, Liability & Logistics

   If your venue does not hold a liquor license, you may need a temporary event permit — check local regulations at least 60 days out. Many jurisdictions require a licensed server of alcohol and host-liquor liability insurance, which your homeowner's policy may not cover. A one-day event policy typically costs $100 to $300. For BYOB venues, factor in corkage fees ($10 to $25 per bottle), rental glassware, ice delivery, and recycling bins. Clearly label allergens in signature cocktails (dairy in cream-based drinks, nuts in orgeat syrups) and provide ingredient cards at the bar for guest safety.

Frequently Asked Questions