This is the first in a series of two posts. Looking for Part 2?
I’ve seen more than a few articles on setting up a bar, but am always disappointed because most are directed at home bars or entertaining for an intimate group of 12 to 20. Where is the bar advice for the father of the bride or the corporate event director who is planning a party for 100 plus? With our considerable experience watching how and what people imbibe, I’d like to share our thoughts on setting up your party bar.
First stop: the booze
For most groups, wine is a very steady choice. Many guests will likely want to start with a cocktail, but during dinner or a longer event, will switch to wine. Beer is more popular with younger crowds and also with outdoor events, which tend to be a bit more casual. Based on this, we divide our group into three categories: wine drinkers, liquor drinkers and beer/non-alcoholic drinkers. Then, we take the length of the event to determine how many drinks to plan for each person to drink and multiply it by each category. The average number of drinks is 1- 1.5 per hour. Then, multiply for the total category. For instance: for a group of 150 people at a two hour event I anticipate about 50 will drink three glasses of wine a piece for a total of 150 glasses of wine, about 125 liquor drinks, and finally, about 75 beers and 75 soft drinks (or water or other non-alcoholic beverage).
Then, I go through each category to determine types: two types of wine (red and white) at five glasses per bottle. So for our hypothetical crowd, about 75 glasses of each type, totalling about 15 bottles each of red and white wine. On a little side note, always take the season into consideration.
White wine is more popular when it’s hot and red when it’s cool, so adjust accordingly.
Liquor seems a little more difficult to predict because there are so many types: but there really are only a few really popular liquors which I divide into three categories. The most popular is vodka (A level); then scotch, gin, and whiskey (B level); rum and tequila (C level); and finally other specialty liquors like Kahlua(D level). I figure about half the drinks served will be vodka (125 total drinks give us 63 vodka drinks) and of the remaining half, about two thirds will be B level liquor (about 42 scotch, gin and whiskey drinks) and about one third C level (about 20 tequila and rum drinks). You can get about 16 drinks out of a 750 ml bottle of booze, so the math is pretty easy. To follow through with our example: 4 litres vodka, 1-2 litres each gin, scotch, whisky, and 1 litres each tequila and rum for our group. You should include odd ball speciality liquors (such as blueberry vodka or sake) at your discretion.
For beer, you will need both light and regular beer, in a 50/50 ratio. Also take into consideration your choice of imports versus domestic beers. If you’re going to overbuy it will be on beer, since now there are so many great choices – it’s hard to stick to two or three varieties.
Stop two: the other liquids
Next, the bartender will need soft drinks. We always provide twice the amount of diet soft drinks as regular, so for our same group of 150, we’d pack three 12 packs diet coke, and then one- two each of regular coca cola and sprite. Remember, too, that many people like soft drinks as mixers, so it’s not only the non-drinkers who will want soft drinks. Other mixers to have at the bar include club soda and tonic, in a ratio of three liters tonic to two liters club soda (I know it seems counterintuitive – as a club soda drinker, I’m always surprised at this, too). Usually we provide one liter for every 5-10 people depending on the length of the event, so 15 liters total for this crowd: 9 tonic and 6 club soda. When it comes to juices, we think most of the time cranberry is popular and then, well, it just depends on how much you like juice. Having a couple of liters of cranberry juice on hand is great, and if you care to expand you can add a liter of orange or grapefruit juice. Lately mixologists are turning the world around with phenomenal cocktails made with fresh juices and herbs, so maybe splurge and get fresh squeezed juice or at least try an upgrade from the juices in a can. Bloody mary mix is really only popular at brunches, where it has its proper place and sweet and sour mix (or any other kind of premixed drink stuff, like pina colada) has no place on a quality bar. You will need other complimentary alcoholic liquids, triple sec and vermouth pop to mind, so your bartender can make martinis, etc. if needed. And, if we may make a plea for something, let it be for an interesting non-alcoholic beverage option on your bar. Nothing is quite like a cucumber lime cooler or a sparkling ginger pear cider to make those who chose not to imbibe feel festive too. Choose something fresh and simple, and not fussy or too sweet. You may not be taken up on it, so if the bartender can add alcohol to it if the guest wants the drink then multitasks and makes the effort more worthwhile.
Final stop: garnishes and ice
What’s a great dress without a great pair of shoes? You definitely need accessories for a properly made beverage. This includes lemons (in wedges and twists), limes (wedges only), and olives at the very least. If you want to expand try adding cherries (yes of the maraschino variety), oranges or a funky stuffed olives (like with blue cheese or almonds). Many times, and especially if your event is not being held at your home, your caterer or the person or venue supplying the bar will provide ‘bar fruit’ and will cut them up and have them ready to go when guests walk in. So most of the time when working with these folks, it’s just a matter of ensuring that is on their list, and not yours. Limes are needed far more than lemons, about 2 limes and 1 lemon per every thirty guests, or for this crowd 10 limes and 5 lemons. Unless you are featuring martinis, usually very few are served so one jar of olives should suffice. The amount of ice we provide fluctuates between 1 and 3 pounds per person, depending on the heat, the length of the event, and if we will be outdoors. Also, remember that often guests want plain still water so a pitcher and a good water source (filtered or spring) is a must. The hotter it is the more water and drinks in general people will drink, so take that into consideration if your event is outdoors.
