The License?
The first & foremost check you should make is whether or not you require a Temporary Event License to run your event. If there is any handling of any payment over the bar then a Temporary Event Notice (TEN) will need to be applied for.
- If the event is being run at a venue, they may already have a license in place, and you may not need to apply.
- If the event is being run on private land, in a marquee, tipi or similar then it is very likely a license will need to be obtained.
It’s really simple to apply for (Anyone over the age of 18 can apply) the local council will have a form which they will issue to you with key information about your event. You will also need to pay a fee to apply.
It is worth noting that whilst anyone can apply, the person who does apply will then be responsible in ensuring for the safe service of alcohol for all guests onsite. If any issues are encountered the responsible person will need to demonstrate that they had appropriate control measures in place to stop any incidents occurring.
The Bar Structure itself…
Weather your building your own bar, using a kitchen counter space or hiring one in.
There are a couple of key considerations to make with your bar:
- Size (matters), we advise roughly between 1.0 - 1.5 meters of bar counter space for every 50 guests depending on how many drinks you are intending to offer, the more complicated the menu the more space and storage you will need...
- Structure - You’ll also need to ensure that there is some under counter space or shelving in place, for storage of glassware, stock and other essential items. If this is not available, you’ll ideally need to find another space to store these items as nearby the bar as possible which will avoid the bar being left unmanned.
- Sturdy – the bar will need to be able to take the weight of Draught beers taps, ice buckets, glassware, stock and more.
- Shape & location – consider the shape of your bar and where it will be positioned during the day. Every event is different and these considerations will need to be made in relation to what else will be happening during your event. Is it to be the focal point, does it need to be indoor/outdoor, is there covering, does it need to be located near the dancefloor, what space is available?
These are all key considerations which need to make, especially when deciding whether to build your own, or hire one in.
Drinks Selection
Consider what drinks will be served during the event. Every event is different & our advice would always to be comfortable with what you are serving – but don’t be tempted to fall into the trap of having it all! Weather it’s a Cocktail Menu, Full Bar Service, Mocktail Bar or Drinks Reception, less is always more…By ‘diluting’ your drinks selection with lots of different options, you will not only make it hard for your guests to choose what to drink, it will also create a lot more work further down the line with choosing glassware, purchasing quantities, chilling & storage. Last but not least it will also naturally slow down service.
We’ve listed some popular services below as a guide:
- Cocktail Bar – we recommend no more than 4 options + 2 Mocktails
- Wedding Bar – (x1) Draught Lager, (x1) Draught Cider, (x1)Packaged IPA/ 0% Pale Ale, Premium Gin Selection, A small selection of additional spirits like Vodka, Whiskey, Rum, (x1) Red, White & Rose Wine, Prosecco.
- Drinks Reception – 2 alcoholic options, and 1 non alcoholic option available.
Glassware
- Will you opt for plastic disposable, hard reusable plastic or glass for your event. Each has their own benefits and limitations and thinking about this in the early stages will help determine the level of service staff you’ll require later on.
- How many different types of drinks are you serving, do you have the right glassware to compliment each drink accordingly?
- If you are opting for glass or hard plastic you will need to check If there any glass washing facilities on site, if not you will need to order enough glasses for each drink to be served in a fresh glass. Our rule of thumb is to assume guests will drink 2 drinks in the first hour, and then 1 ever hour thereafter. But this can hugely fluctuate with each event profile being different. For example on a ‘free bar’ you may use up to twice this amount.
Ice, Garnish & Other Consumables
Consider ice as essential as the drinks selection, without ice your bar will not be complete. A well made Gin & Tonic, Cocktail or Spritz would not be complete without a good amount of ice, garnish & straw. If you want well made drinks at your event ensure you have all the appropriate consumables required. We would usually recommend around 1KG of ice for every 4 drinks made. Garnish is just as important, again refer to your drinks list and ensure you have the right garnish for each drink. Straws, Napkins, Cocktail Sticks – these are all considerations to make when considering the level of service you want your guests to receive.
Event Personnel
Whilst it may be tempting to hire in a couple of staff from the village pub, or use family friends within the industry to help out, you need to ensure they have extensive event experience and will be able to think on their feet and trouble shoot issues. In our experience unfortunately this just never works.
Get in the professionals from the very beginning and you will not regret it. Using professionals will not only make your event run like clockwork it will also take some of the pressure from the organiser knowing you will have pros on site who will know how to operate a bar, will be able to trouble shoot & will have an extensive network of colleagues who may be able to assist problem solve issues. The ideal candidates will have extensive bar management and event experience as well as the necessary tools at their disposal to keep the event moving along. They will also be able to advise you on how much glassware to order, ice, garnish, alcohol, softs & much more.
Setting up & Breaking down
Think about the time it may take for the bar to be prepared & set up. Have you factored this into your schedule? Dependant on your set up you may need to consider different suppliers timings out such as Marquees being erected, flooring being put in, power supply and more. Until these tasks have been carried out the bar may not be able to be positioned and set up.
Breaking down (don’t forget this one!!). Ensure you have a breakdown plan in place to avoid a whole heap of mess at the very end of the night and no one around to clear it up. If using suppliers speak to each one of them to find out what their process is for breaking down and clearing. If not ensure you put the appropriate measures in place to ensure that you aren’t left clearing up at 1AM!
Power, Lighting & Water
Power & Lighting will be essential to your event, and again early consideration of this will make the installation much smoother. Check each aspect of the event and devise a plan of what may need power or lighting. Generators are a simple way of supplying power to areas which have no mains. They are relatively straight forward to use, but again obtaining one a day or two early will be helpful in ensuring you have all the correct cables and usage for what is required for the event.
Check if your venue or space has running water available, if not again you will need to devise a plan for this.
Support…
If all of this sounds a little too much, get in touch to see how we can assist with your event. With as little or as much support you need!
From prestigious event bars to dynamic cocktail bars, high-volume retail bars, dry hire solutions, event personnel, and much more, we've been instrumental in the success of numerous events.
We recognise that when it comes to your event, every detail matters. That's why, as part of our standard commitment, we consistently go the extra mile to ensure that your special day is nothing short of spectacular. Your event is our priority, and we're dedicated to making it an unforgettable experience.
