Beverages – The Key to a Comfortable Guest Experience
The one thing most brides think about when planning their wedding is the moments and photo opps —your walk down the aisle, first dance, the floral arrangements, cutting the cake, the stunning venue.
But there’s a behind-the-scenes detail that has a surprisingly big impact on guest comfort and overall experience: beverages.
A well-hydrated guest is a happy guest. Whether your event is formal or casual, indoors or out, a thoughtfully planned beverage strategy says to your guests, “We care about you.”
Start by greeting guests with a refreshment as they arrive. This small gesture instantly sets the tone for the day. Think of it as your first impression—it doesn’t have to be fancy, but it should be intentional. For outdoor or summer weddings, offer options like infused water (cucumber, mint, citrus), iced tea, or a light pre-ceremony cocktail. These drinks are hydrating, visually appealing, and appreciated by all ages.
Don’t wait until cocktail hour to start the bar. Welcoming guests with a drink not only enhances hospitality but also helps manage the flow of the event. People mingle, relax, and settle in when they have something to sip.
Once your ceremony concludes and guests move into the reception, your drink plan should scale accordingly. At a minimum, offer one drink per guest per hour. For a five-hour event with 100 people, that’s 500 drinks. If it’s warm outside, plan for even more.
It’s not just about alcohol. A mix of options ensures that everyone feels included. In addition to wine, beer, and a signature cocktail, include a few non-alcoholic standouts. Sparkling waters, mocktails, flavored lemonades, and soda options are simple but show you’ve thought of everyone.
Mocktails are particularly popular right now, especially with the rise of wellness culture and mindful drinking. Offering a crafted alcohol-free drink that mirrors your signature cocktail is an easy way to make non-drinking guests feel just as celebrated.
Don’t overlook water stations. These are essential, especially for outdoor or summer weddings. Set up attractive water dispensers with fruits or herbs, and place them near high-traffic areas like the dance floor or lounge seating. Make it easy and appealing for guests to stay hydrated.
Presentation matters. Use beverage tubs or glass dispensers instead of plastic coolers. Include signage that describes the drinks available, particularly for signature cocktails or mocktails. Not only does this enhance the guest experience, but it also makes for great photo opportunities.
Now let’s talk logistics. Will you have a self-serve bar or full bartending service? If hiring a bartender, confirm they’re licensed and experienced with weddings. Bartenders keep things flowing, ensure safe serving, and reduce waste. If you’re going DIY, make sure to have someone managing restocking and cleanup.
Quantities are critical. Here’s a basic starting point for 100 guests over five hours:
- 5 cases of water (24 bottles per case)
- 4 cases of soda or non-alcoholic options
- 3–4 cases of wine (12 bottles per case)
- 2 kegs or 10–12 cases of beer
- 3 bottles each of core spirits (vodka, gin, rum, whiskey) for cocktails
Tailor these numbers based on your crowd. For example, if your guests are mostly wine lovers, scale up the wine and reduce the spirits.
And don’t forget about timing. Alcohol delivery often requires permits or venue approval, so be sure to plan ahead. If you’re bringing your own beverages, ensure cold storage is available. Coolers, ice bins, and refrigeration are key to keeping everything at the right temperature.
Finally, assign someone to monitor beverages throughout the event. Refill stations, restock the bar, clear empty bottles—it’s an ongoing job that ensures guests aren’t left with an empty glass.
Planning a wedding or big event? Contact us today to schedule your FREE consultation for a stress-free event.
