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What you need to know to plan wisely for bar service


For Spring Bridal Guide
Published on: 02/23/06

Some wedding guests only drink cocktails that end with "-ini." Others take a sip of sherry once a decade.

You'll have to accommodate these and more drink preferences at your wedding celebration. And, at the same time you'll want to keep your bar bill manageable.

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Here are some pointers for making bar set-ups easy to swallow.

First, decide how beverages will fit into the celebration, suggests Tony Conway, president of A Legendary Event, event planning and catering in Atlanta.

For example, if a reception is in the same location as the ceremony, expect to serve drinks as guests move from one area to the next. You may have to set up more than one bar to avoid forcing guests to stand in line. Consider having the wait staff pass sparkling wine or champagne and sparkling water, Conway said.

A long reception, a series of toasts and an elegant menu will add to the drink expense. You can trim your costs by serving one wine with the meal instead of a different wine with each course.

Second, think about the beverages.

"People like a specialty drink that goes with the setting. In the South, people serve mint juleps; the mojito also is popular," Conway said.

You may think a beer- and wine-only bar will save money; Not so, says the event planner. You must still pay for the bar, the bartender and the glassware. You can, however, purchase less expensive brands of spirits for punches and many cocktails. Stick with brands your guests prefer for martinis or on-the-rocks drinks.

Avoid substituting less-expensive labels when it comes to these top-shelf spirits.

Next, estimate your guests' likely consumption levels. Assume each adult guest has two drinks during the first hour, and then tapers off to one drink an hour after that. Some guests will drink more, some less, but it averages out, according to Conway.

Also, instruct the wait staff about removing drinks.

"Make sure people are gone before the glassware is cleared. Otherwise you could be responsible for twice as much liquor," Conway said.

Avoid closing the bar early as a cost-saving measure. It can be seen as tacky.

To elegantly abbreviate the time alcoholic drinks are served, switch to a coffee bar or fruit smoothie bar during the last hour.

Even nondrinkers should bone up on bar fees before budgeting for a wedding reception. Joyce Scardina Becker, with Events of Distinction in San Francisco, explains some common catering terms.

• By the bottle

The hosts pay only for those bottles opened, even if they are not poured from. This service is appropriate for a wine, beer and champagne bar.

• By consumption

The bartender keeps track of orders and charges by the drink. The hosts pay the bill at the end of the event. Expect to pay $5 to $10 per drink.

• Flat-fee per person

A set per-person bar fee that doesn't depend on how much each guest drinks. This is suitable for heavy drinkers. Expect to pay about $20 to $30 per person.

• Standard drink menu

Usually the lowest-priced option, this gives you one "house" brand each of scotch, gin, vodka, bourbon, rum, tequila and Canadian whisky. It also includes wine, domestic beer, soft drinks and mixers.

—CTW News Service


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