Planning the perfect event involves a myriad of details, and one key aspect is ensuring you have enough drinks to keep your guests satisfied throughout the celebration. Whether you're hosting a wedding, a birthday party, a corporate event, or a casual get-together, the last thing you want is to run out of beverages. But how do you calculate the right amount? This blog will guide you through the process, helping you estimate the number of drinks needed to make your event a success. Cheers to that!
1. Understand Your Guests
First, consider your guest list. The number of drinks needed can vary widely depending on the crowd. Think about the demographics of your guests—age, drinking preferences, and the nature of the event play significant roles in consumption rates. For example, a younger crowd might consume more than an older, more reserved group. Also, consider the duration of your event; a longer event will naturally require more beverages.
2. Types of Beverages
When planning the beverage selection for an event, it's crucial to cater to a diverse range of guest preferences and needs. A thoughtfully curated beverage menu ensures that all attendees, regardless of their drinking preferences, can enjoy the event to the fullest.
Decide on the types of beverages you will be offering. A typical selection might include Alcoholic drinks- wine, beer, and spirits as well as non-alcoholic drinks- water, sodas, and juice. These are essential, especially for guests who do not drink alcohol or as options for designated drivers.
3. Estimate Drink Quantities
Estimating the right quantity of drinks for an event is a critical aspect of event planning that requires careful consideration of several factors. A general guideline is to anticipate that each guest will consume about two drinks in the first hour and one drink for each additional hour. (Try this drinks calculator, problem solved!).
Additionally, consider the season and the event's theme, as warmer weather or festive themes might increase consumption. Properly estimating drink quantities not only ensures guest satisfaction but also helps in managing the event budget efficiently, preventing both shortages and excessive leftovers!
4. Calculate Beverage Type
After calculating the total number of drinks, decide on the breakdown by beverage type. For alcoholic beverages, a good mix might include 50% wine, 20% beer, and 30% spirits, adjusting based on your knowledge of the guests' preferences. For non-alcoholic options, ensure plentiful quantities of water, sodas, and juices, accounting for about three to four servings per person, as these will also be consumed by those drinking alcohol to stay hydrated.
5. The Easily Forgotten Extras, Ice and Garnishes
Remember to have adequate ice and garnishes such as lemons, limes, etc. These are crucial for serving drinks, especially if cocktails are on the menu (You can't have a martini without olives or passion fruit!). Also, plan for about 1 pound of ice per guest and a reasonable assortment of garnishes based on your cocktail menu.
6. Unlimited Drinks Packages
Incorporating unlimited drink packages into your event planning can significantly simplify beverage management and enhance your guests' experience (and make your life a little easier). This can include beer, wine and soft drinks, but you can also upgrade to spirits too. No stress, no calculations, and not an empty hand all night. Nice! For some out-of-this-world drinks options, try Sixth Sense or Mix and Match!
7. Get the Best Value
Well, there is no one-size-fits-all approach when it comes to events. It depends on the venue and the cost per drink, what drinks you would like to offer, and how boozy your guests are.
Make sure to compare the costs per drink (once you've looked at the bar or venue's pricing) with the cost of an unlimited drinks package. Some are more competitive than others. And if you need any help, that's what we are here for! Get in touch for help negotiating the best deals on your venues and suppliers.
Estimating the number of drinks for an event doesn't have to be complicated! With careful consideration of your guests, the event duration, and a balanced selection of beverages, you can ensure that everyone has a great time without the fear of running dry. Remember, it's always better to have a little extra than not enough. Cheers to a successful event!
If you want to take your event to the next level, our experts at Hire Space will help you find the perfect venue.
Plus, if you'd like to chat with us about how we can save you time and money and help you with planning seamless events, get in touch with our experts at Hire Space 360.