How to Estimate Drinks for a Party: A Guide for Event Hosts?

The event can never be successful if you run out of your crowd favorite halfway through the event or the party. Purchasing way more than what you need would lead to wastage of money. Also consider a backyard birthday in Fort Lauderdale or a Miami wedding.

I start by weighing almost every guest count, length of the event, and drink choices. That’s the exact way I approach drink planning for private events. So today we’re going to cover drinks for each guest, mixers, ice, and non-alcoholic options.

Before You Estimate Party Drinks

Focusing only on the guest count will never set the entire drink lineup. I will also weigh the type of event, schedule, taste of every guest, and the venue. All my drink planning for private events mainly starts with the following details:

• The number of guests who are attending
• The entire length of the event
• Time of day or the weather
• Entire venue or the whole bar setup
• Guests would love their favorite drink styles

Focusing only on the guest list can become misleading. A four-hour Boca Raton wedding it signed up for outlasted almost a two-hour mixer. That would entirely change how many drinks per person for a party that you need.

Drinks Per Guest and Quantities for Each Drink

There are typically four steps that I use every time for parties and events. Using all the steps together forms a party drink quantity calculator that you can easily use.

Start With a Base Number

The very first step I decide on is how many drinks per person for the party I would need. Also, I start with one drink per guest almost every hour and then adjust the rest for the entire crowd.

What I Check

• Almost every cocktail lover attending the party
• Both beer and wine drinkers
• Guests who are non-alcoholic or would rarely drink
• Age range of every guest attending
• The pace at which drinks are served each hour

Proper drink planning for private events can maintain the flexible numbers. I will round up since an empty bar is something that’s too tough to fix.

Adjust for Event Length

The starting hours are when most rush happens, as the guests would slow down later. Also, I maintain a simple party drink quantity calculator written on paper. I will show that more drinks are in hour one and fewer later.

What I Check

• The arrival time of each guest
• Dinner, toasts and speeches
• Dancing right after the meal 
• Cocktail hour before dinner time
• Last call and closing

Weddings would often start with an immediate and busiest first hour. I treat planning for a cocktail hour as a small estimate.

Stock Ice and Mixers

Spirits are almost half the entire shopping list. Drinks planning for private events will count that ice and mixers too. For instance, a West Palm Beach patio party will melt ice immediately, so I always plan for extra ice.

What I Check

• Ice that’s used for keeping drinks chilled
• Sodas, tonic and juices
• Herbs, citrus, and garnishes
• Napkins, cups, and stirrers
• Coolers as well as the bar station

Supplies would often need storage instead of the list. Having a clear mobile bar setup will store ice, mixers, and glassware within reach.

Split by Drink Type

Guests would hardly want the same drink over and over again. A signature cocktail along with beer and wine will cover most guests. Mocktails are also added to the list right from the start. There are a few guests who would drive, and some skip alcohol.

What I Check

• Adding signature cocktail or two to the list
• Wine for every dinner guest
• Sparkling wine for each toast
• Juice and herb mocktail options
• Sparkling water along with soda

Non-drinkers continue to sip throughout the night. I make sure to count their drinks so that the mocktails never run out.

Conclusion

For perfect drink planning for private events, it’s important to start early and create a menu focused on the guests’ choices. At Julia Liquid Craft, I help every host in South Florida to turn their guest lists into perfect drink plans. That’s what I do here. So, get in touch today to start planning for your bar together.

Frequently Asked Questions

When Is the Best Time to Finalize All Drink Counts?

I would suggest setting the count once most of your RSVPs are in. A last-minute check for about a week out allows me to adjust for some late replies.

Will Hiring a Bartender Change the Amount That’s Required?

A bartender will measure almost every pour, which will keep waste and costs on the lower side. I will still plan for a small buffer in case the party lasts long.

What If My Guest List Changes at the Last Minute?

Inform me about the new number as soon as you know it. Also, I would rescale the menu and ice faster, even for the wedding in Palm Beach County.

Is Offering a Signature Drink Cost-Saving?

A signature cocktail can shorten the shopping list and also speed up the entire service. I would still be offering a simpler alternative so that there are no guests who feel left out.