How to Plan Your Wedding Bar and Drink Menu

Step-by-Step Guide

1. 1

   Choose Your Bar Format

   The three main bar formats are open bar (couple pays for all drinks), limited bar (couple covers beer, wine, and a few cocktails while guests pay for premium spirits), and cash bar (guests pay for their own drinks). Open bars are the most generous but the most expensive — expect $50–$100+ per guest for a four-to-five-hour reception. A limited bar offering beer, wine, and two signature cocktails is a popular compromise that feels generous while controlling costs. Cash bars are acceptable in some regions but considered a faux pas in others — know your crowd before choosing this option.

2. 2

   Select Your Drink Menu

   A well-curated drink menu does not need to include every spirit on the planet. For most weddings, offer two to three beer options (one light, one craft or local), two to three wine options (a white, a red, and optionally a rosé or sparkling), and one or two signature cocktails that reflect your taste as a couple. Signature cocktails are a highlight — name them after your love story, your pets, or inside jokes. If you want a full bar, ensure your bartenders can handle classic cocktails efficiently without creating long lines.

3. 3

   Plan Non-Alcoholic Options

   Non-alcoholic options are no longer an afterthought — they are expected. Offer at least two interesting non-alcoholic drinks beyond water and soft drinks. Mocktails, craft sodas, flavoured sparkling water, and non-alcoholic beer and wine options ensure that non-drinking guests, designated drivers, pregnant guests, and those in recovery feel included and celebrated rather than limited to tap water. Present non-alcoholic options on the same menu as alcoholic drinks, not as a separate afterthought.

4. 4

   Estimate Quantities

   The standard rule for estimating wedding drinks is one drink per guest per hour for the first hour and one drink per guest every 90 minutes after that. For a 100-guest, five-hour reception, budget for approximately 400–500 drinks total. Account for heavier consumption during cocktail hour and lighter consumption during dinner service. If you are purchasing your own alcohol (common for venue-only rentals), buy 10–15% more than your estimate and choose a retailer with a return policy for unopened bottles.

5. 5

   Coordinate with Your Venue and Caterer

   Check whether your venue allows outside alcohol — many venues require you to use their bar service, which simplifies logistics but limits your control over pricing and selection. If your venue allows BYOB (bring your own beverage), you will save significantly on markup but need to arrange bartenders, glassware, ice, mixers, and garnishes separately. Confirm corkage fees if the venue charges per bottle opened. Coordinate your drink menu with your caterer so wine pairings complement the meal.

6. 6

   Hire the Right Number of Bartenders

   The general rule is one bartender per 50 guests for a full bar and one per 75 guests for beer and wine only. Understaffing your bar creates long queues that frustrate guests and slow service. For cocktail hour, consider adding an extra bartender since drink demand peaks in the first 60 minutes. Ensure bartenders are briefed on your signature cocktail recipes in advance and have done a test run if the drinks are complex.

7. 7

   Set Up a Smart Bar Layout

   Bar placement affects flow more than most couples realise. Position the bar away from the entrance to prevent bottlenecks, and consider splitting service across two smaller bar stations rather than one large one to distribute traffic. For cocktail hour, a separate bar area from the reception bar keeps the transition smooth. Ensure the bar area has adequate lighting for bartenders to work safely and enough counter space for drink preparation.

8. 8

   Handle Last Call and Late-Night Drinks

   Plan a clear timeline for bar service — most receptions wind down the bar 30–60 minutes before the end of the event. Discuss this with your venue coordinator and DJ so the announcement is handled smoothly. For late-night receptions, consider transitioning from a full bar to a simpler offering (beer, wine, and one cocktail) in the final hours to reduce costs. A late-night coffee or hot chocolate station is a charming alternative that helps guests transition toward the end of the evening.

Frequently Asked Questions