As a seasoned catering equipment supplier, I have seen the importance of planning beverage quantities. When planners underestimate these, disaster ensues. If an event runs out of beverages such as cocktails at a wedding - this can lead to frustrated guests and a lot of stress for the event planners and caterers.
So what is the norm for beverage planning? It depends on different variables like event type, duration and guest preferences. However, with a little application, you can determine the requirements.
This article will be covering the following:
- The standard beverage calculations per person
- Key factors that influence drink consumption
- How to adjust for different types of events
- Practical tips to avoid running short (or over-ordering!
This guide will give you a foolproof strategy to ensure a successful event with satisfied guests.
Factors to Consider
In all honesty, trying to have a one-size-fits all approach to beverage planning is unrealistic and unworkable. I have learned, however, that several key factors can really impact how much beverages you’ll need. They are as follows:
Event Type
The type of event really determines beverage quantities. I have seen firsthand how different events can have different drink requirements.
In my experience, I’ve seen guests drink the most at weddings - more than any other event. There tends to be a celebratory atmosphere and guests stay for long periods. For a wedding reception, the caterer should plan for 2 drinks per person in the first hour and one drink each every hour after. Guests tend to drink more at first (either enjoying themselves or because they are a tad anxious) so you must allow for that as well.
Less beverages are usually required at corporate events. Guests at these events generally wish to moderate their intake. (Can’t be getting hammered in front of the boss etc.) So depending on the duration and formality of the event, the caterers should plan for just one drink per hour for the first hour and then even less for the hours that follow after.
Casual parties then fall somewhere in between. They usually require two drinks per person the first hour and slightly less than half that for subsequent hours.
Guest Count
It is vital to accurately predict the guest counts. I can’t stress this enough - I’ve seen so many events be unsuccessful because of inaccurate headcounts.
When I give advice to clients on equipment needs, I recommend that they get as accurate a headcount as possible. Having too much is always, always better than not having enough! You should really add a 10 per cent buffer to your final guest count to accommodate unexpected attendees and higher than average consumption etc.
Duration of Event
The length of the event naturally also impacts beverage needs. I have catering equipment clients who catered different events from short corporate lunches to all-day weddings, and the difference in consumption is significant.
For shorter events, it would be wise to plan for about one drink per person per hour (for events lasting 2-3 hours). This can increase if the event goes on for a longer period of time. For events that last four hours plus, you can plan for about 0.75 drinks per person per hour after the first few hours.
Indoor vs Outdoor Event
All different elements of the event can affect the amount of beverage needed. For instance, the type of venue. I have seen firsthand how this can impact drink consumption - especially water.
Water consumption is generally lower for indoor events which makes sense. Generally people need more water in outdoor events (due to warm weather etc.).
For indoor events, plan to use about 0.5 litres of water per person every two hours.
For outdoor events, the water consumption is higher. I have seen it double or even triple compared to indoor events. Usually I would advise clients to plan for at least 1 litre of water per person every 2 hours (this might need to be increased if the events involve physical activity, such as dancing.)
Beverage Types and Quantities
Now that you know all about the factors influencing consumption, let us discuss specific types of beverages and quantities. As someone with a significant amount of experience in the catering equipment business, I have gathered valuable insights on this topic.
Non-Alcoholic Drinks
Non-alcoholic beverages are the backbone of most event’s drink selection. Here’s some advice on quantities:
Fizzy drinks: 1-2 drinks per person per hour.
Juice: You typically need less of this than fizzy drinks; perhaps one drink per person per hour.
Other non-alcoholic options: 1-2 drinks per person per hour.
Alcoholic Drinks
For alcohol, the rules and recommendations are different:
Beer: ½-1 pint serving per person per hour. For a 3-hour event with 150 guests you would need around 266 bottles of beer.
Wine: One glass per person per hour should do the trick. For a 3 hour event with 150 guests, that works out to be 105 bottles of wine.
Spirits: If you’re serving mixed drinks, plan for one 1.5 ounce serving per person per hour. For a 3-hour event with 150 guests, this would work out as 22 bottles of spirits.
Water
Water is the most crucial beverage you will have at the event. My recommendations are:
Plan to use about 0.5 litres of water per person for indoor events every 2 hours, For a 4 hour event with 100 guests, that’s about 100 litres.
Double this amount for outdoor events (particularly in warm weather). Plan for 1 litre per person every 2 hours. For a 4 hour outdoor event with 100 guests, this would mean you would need 200 litres.
Expert Tips for Foolproof Beverage Planning
Over the years, I have picked up a few tricks that if used, will ensure that your event’s beverage service runs smoothly. Here’s the best ones:
- The season and weather make a difference: People drink more water in the warmer months and in winter months, more hot drinks (such as coffee and tea) are more popular.
- Understand your audience: For instance, a younger crowd at a wedding might drink more alcohol than an older crowd at a corporate event. Take this into consideration when planning.
- Plan for peaks: There are often times during an event when more beverages are consumed. For instance, there’s often a rush for drinks immediately after a ceremony or at a cocktail hour. Remember this and plan accordingly.
- Remember the non-drinkers: Have non-alcoholic options available. In my experience, about 20-30 per cent of guests at events don’t drink alcohol.
- Ice, ice, baby: Ice is important! 1 pound of ice per person for a four hour event will usually suffice.
- Always have a backup plan: Know where to get more drinks quickly. Assign a staff member as a runner to obtain last minute deliveries from your supplier.
- Monitor consumption: Monitoring this helps you adjust your plan if certain beverages are drunk quicker than expected.
- Consider hiring a professional: If it’s a big event, consider hiring a professional caterer or beverage service. Their experience with events may help enormously whilst planning and hosting the event.
Conclusion
Planning your beverage quantities is crucial for a successful event. You should use accurate calculations and factor in guest preference, event type and duration. No one should go thirsty at your event! And having the specific number of beverages needed (or as close to as you can get) means that you also won’t have excessive waste.
The key takeaway? A little planning goes a long way. If you follow these guidelines, you will strike the perfect balance between abundance and efficiency and have a smashing event with perfectly hydrated guests! Happy drinking.
FAQ
How can I ensure I don't run out of drinks at my event?
Running out of drinks is every event planner’s nightmare and I have seen it firsthand many times. Here’s some strategies to prevent this:
- Overestimate slightly: This is essential. Too much is always better than too little. I recommend adding about 10 per cent to your final calculations.
- Know your crowd: If you think that a certain group will drink more, adjust your estimates accordingly. You are the best judge of your guests.
- Offer a variety: A mix of alcohol and non-alcoholic drinks can help spread consumption of different drinks.
- Monitor consumption: By doing so, you can adjust your plan if certain beverages disappear faster than others.
- Have a backup plan: Know how to get more drinks quickly. Have a staff member on standby specifically to deal with the crisis if certain drinks run out. They can run to the store or make arrangements with suppliers etc.
- Don’t forget ice: Running out of ice can be just as bad as running out of drinks. Plan the amount of ice for the event (1 pound of ice per person for a 4 hour event)
Remember, the goal is for your guests to leave satisfied, not to achieve an empty bar at night's end. Extra planning can go a long way toward ensuring your event's success!
About the Author
Ciaran Kilbride is the CEO and Founder of Caterboss, Ireland's leading supplier of catering equipment. With years of experience in the food and hospitality industry, Ciaran established Caterboss in 2017 to provide high-quality, reliable equipment tailored to the needs of food service professionals. His commitment to innovation and customer service has helped Caterboss grow into a trusted name, known for anticipating industry trends and consistently meeting the needs of its clients.
