Planning an event involves juggling countless details, and ensuring your drinks stock doesn’t run dry is a big one. After all, no one wants to be the host who underestimates their guests' thirst. Whether you’re organising a wedding, a birthday bash, a corporate gathering or just a casual get-together, getting the drinks right is essential.
Luckily, we’ve sipped, stirred and calculated our way to the perfect formula for keeping your guests happy and hydrated. Let’s dive in (with a glass in hand, of course).
1. Know Your Guests
The first step in planning your drinks is understanding your audience. Are they wine enthusiasts, craft beer aficionados, or cocktail connoisseurs? Or perhaps they’d rather stick to a mocktail? The preferences of your guests—and the type of event—will have a big impact on what and how much you need.
Also, think about the duration of your event. A three-hour networking event won’t need as much as an all-night wedding reception. And if your crowd includes designated drivers, kids or those who simply prefer soft drinks, you’ll need a good mix of options to cater to everyone.
2. Plan Your Menu
A balanced drinks menu is key. Typically, this means a mix of:
- Alcoholic options: wine, beer, spirits or pre-mixed cocktails.
- Non-alcoholic options: water, sodas, juices or sparkling alternatives.
Offering a selection ensures no one feels left out. And remember, it’s always worth having more water on hand than you think—hydrated guests are happy guests.
3. Estimate Drink Quantities
Here’s a quick rule of thumb to estimate how much your guests will drink:
- 2 drinks per person in the first hour.
- 1 drink per person for each additional hour.
So, for a four-hour event with 50 guests, you’re looking at around 200 drinks in total. Handy, right? (Try this drinks calculator if you need some extra help!).
Seasonality and the vibe of your event also matter. A summer garden party might see a higher demand for chilled drinks, while a winter gala could call for rich reds and warming cocktails.
4. Calculate Beverage Type
Once you’ve estimated the total number of drinks, decide on a ratio for your beverages. A common breakdown for alcoholic drinks is:
- 50% wine
- 30% beer
- 20% spirits
For non-alcoholic drinks, stock up on about 3-4 servings per person, including plenty of water. A good mix means no one is left sipping on something they’re not keen on.
5. Don’t Forget the Extras
It’s not all about the bottles and cans. Don’t forget:
- Ice: Plan for 1 pound per guest.
- Garnishes: Think lemons, limes, cherries or herbs for cocktails.
- Serving gear: Glassware, straws and stirrers.
Little details like these elevate your drinks service and keep everything running smoothly.
6. Consider Unlimited Packages
If the idea of calculating all this feels overwhelming, unlimited drink packages can be a lifesaver. Many venues offer these as part of their hire options, covering beer, wine and soft drinks—and you can often upgrade to include spirits too. It’s an easy way to keep everyone happy without stressing over quantities. 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.
Different venues and suppliers will have varying costs, so it’s worth shopping around. Compare the cost of individual drinks with package deals, and don’t forget to factor in corkage fees if you’re supplying your own.
And if negotiating isn’t your thing, we can help with that. At Hire Space, we’re pros at finding the best deals to suit your budget and event style.
Ensuring you’ve got the right amount and variety of drinks doesn’t need to be daunting. With a bit of planning and the tips above, your event is bound to be a success. And remember, it’s always better to have a little extra than not enough.
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.
Author
Gemma Baker
Gemma loves all things social media and keeps busy by creating lots of Hire Space content. When she’s not creating content, you'll find her shopping, exploring or at the gym!
