Planning a wedding bar when you’re supplying your own alcohol can feel like a great way to personalise your day and keep costs under control — but it does come with a few important considerations. From the practicalities of bar setup and chilling stock, to choosing the right drinks and ensuring smooth service throughout the day, a little forward planning goes a long way.
As a wedding planner, I’ve seen first-hand how a well-organised bar can elevate the guest experience and keep your day running seamlessly. In this blog, I’m sharing the key things you need to think about when supplying your own alcohol. To help you create a wedding bar that runs smoothly, and allows you to enjoy every moment without unnecessary stress.
Who is providing your bar structure?
Are you able to hire one from you’re marquee provider/venue or do you need to outsource this from a bar or furniture supplier?
Consider what size and shape is going to be best for your structure and guests numbers. You also want to consider how this looks aesthetically in your marquee/venue. As well as the best position of this for ease of guests throughout the day and evening. And access for serving and restocking.
What stock are you providing and how much do you need?
I work on the general rule that guests consume 1 drink per hour except in the 1st hour when they drink 2.
You don’t need to offer the world when it comes to alcohol. In my experience less choice is definitely more in terms of helping you to managing your costs, wastage and provide the smoothest service.
But you can have some fun when choosing what to offer guests throughout the day and evening! Start by considering your favourite drinks, maybe you love a cocktail (or a mocktail), a freshly pulled pint, or a classic G&T. Once you have a couple of key drinks, build you’re offering around these.
You also want to consider the logistics of making and serving these drinks on mass. Remember, guests are happiest when they are fed and watered with minimal queuing!
How are you chilling your drinks?
My number 1 piece of advice is to hire a fridge trailer. This is by far the easiest way to chill large quantities of stock and to keep everything neat and tidy, all in one easy to access place.
You can use bar fridges and buckets of ice water to chill stock. However, this is not the most efficient way to chill on bulk consistently.
You also want to consider who is providing ice, how much is needed and how it’s being stored while onsite (igloo chests are your friend if you don’t have a freezer) and if wine coolers are needed.
Who is providing your bar equipment and glassware?
Have you considered who is providing all the glassware form your drinks reception, wedding breakfast, and bar? And who is going to set this up prior to/on the day?
Your bar will also need to be stocked with corkscrews, bottle openers, spirit measures, napkins etc. If you’re having hand pull then who is providing the equipment and setting this up?
All the details you need to consider to keep things operating smoothly on the day. Last thing you want is to be in a field in the middle of nowhere with no access to a bottle opener.
Who is going to prep, make and serve your drinks?
Hire a professional bar team to prep, make and serve your drinks on your wedding day.
Or at the very least have some staff members who can cut fruit, collect glasses, clean up any spills, restock your bar, and wash glasses throughout the day and evening if you’re having a ‘serve yourself bar’.
How your bar is managed on your wedding day has a massive impact in the smooth running of your day. As well as the overall experience guests have.
Supplying your own alcohol can be a brilliant way to create a wedding bar that truly reflects you as a couple — but success is all in the planning. By thinking ahead about structure, stock, chilling, equipment and staffing, you’ll avoid last-minute panic and ensure your guests are well looked after from start to finish.
A well-run bar keeps the energy high, the queues short and the celebrations flowing. Allowing you to relax and enjoy your day knowing everything is taken care of. If in doubt, lean on experienced suppliers and professionals who can guide you through the logistics — because when the bar runs smoothly, everything else tends to fall into place.
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