Baltimore Wedding - Stocking a Bar for a Party

When it comes to planning, a Baltimore MD wedding costs can add up quickly. The cost of an open bar at a wedding average about $2,300. One way that you can lessen that hit to your Maryland wedding budge is to stock the bar yourself.

This article is one in a series of articles intended to help not only the wedding couples we serve. As a Maryland Wedding DJ, we provide DJ and photo booth rentals to couples celebrating in not only Baltimore MD but in the Harrisburg PA area as well.

Can we stock the bar ourselves?

It is no secret that whether your wedding is happening in Lancaster PA or Washington DC, weddings are expensive! It is only natural that couples want to get as much value as they can and most couples have two goals: save as much money as possible, and still throw a kick-ass party that didn’t feel cheap or chintzy.

Depending on the venue you choose, you may be given a few different options for providing alcohol to your guests.

1. Buy a full-service bar package from the venue.

2. Pay the caterer to take care of everything.

3. Buy the booze yourselves.

If the Maryland wedding venue provides the bar service that will be the most expensive option. It is not unheard of for wine costs to average $40 per bottle and a total bar tab of up to $4,000.

On the other hand, stocking the bar yourselves will allow you to drastically cut the costs of the reception. If you are lucky enough to find a venue that allows you to hire your own bartender, too, that will save you even more!

How to stock your reception bar

There’s one surefire way to make your wedding memorable, in the worst way: run out of alcohol.

To prevent this reception catastrophe here is a recommended shopping list to ensure you have an epic party!

This shopping list is based on the following factors:

100 Guests | 4 Hour Reception | 1 Drink Per Person Per Hour | 5 Drinks Consumed Per Person (some will obviously drink more)

Alcohol/Beer/Wine

• Beer: 5 to 6 cases

• Whiskey: 1 liter

• Bourbon: 1 liter

• Gin: 2 to 3 liters

• Scotch: 2 liters

• Rum: 2 liters

• Vodka: 6 liters

• Tequila: 1 liter

• Champagne: 1 to 1 1/2 cases (include an additional 18 bottles for a champagne toast)

• Red wine: 2 cases

• White wine: 3 1/2 cases

• Dry vermouth: 1 liter

• Sweet vermouth: 1 liter

Mixers

• Tonic: 1 case

• Club soda: 1 case

• Cranberry juice: 2 gallons

• Orange juice: 1 gallon

• Grapefruit juice: 1 gallon

• Ginger ale: 1 case

• Triple sec: 1 liter

• Lime juice: 1 gallon

• Sparkling water: 2 cases

• Bottled water: 3 cases

• Diet coke: 2 cases

• Coke: 2 cases

When picking out alcohol, keep in mind the following standard volume-to-quantity calculations:

• Bottle of wine (750 ml) = 5 glasses

• Bottle of champagne (750 ml) = 8 flutes

• Bottle of liquor (750 ml) = 18 cocktails

• Keg (15.5 gallons) = 124 pints

And use the following wine to beer to liquor percentages to determine the split for each type of alcohol:

For a limited bar (wine, beer, champagne, and limited liquor): 50% wine, 30% liquor, 20% beer

For a soft bar (wine, beer, and champagne): 75% wine, 25% beer

Remember that these are simply averages to get you started. If you want to be a bit more accurate with your calculations, go through your guest list person by person, and make a note of what type of alcohol they usually drink (if any). Then adjust these percentages accordingly!

When in doubt, overestimate. You’d rather end up with extra bottles at the end of the night than run out of alcohol before the reception is over.

Additional costs to build into your budget

Corkage Fees

If you decide to stock your own bar, you will likely have to pay a corkage fee for your venue to allow you to bring your own alcohol onto the premises. The fee is charged either per bottle or per person served. Corkage fees vary from $10 to $40 per bottle so it can add up quickly!

Just be sure the corkage fee is stated in your contract before signing if you’re set on providing your own alcohol.

Liability Insurance

Whether you’re going with a professional service through your venue or a third party or you’re stocking the bar yourselves, be sure to double-check that you’re covered with liability insurance. If the venue or caterer has insurance, you could be covered. If not, you’ll want to purchase liability insurance in the event there is an alcohol-related incident during or after your wedding.

Tips

If a service fee or gratuity isn’t included in your contract, the general guidance is to tip your bartender 15-20% of the final bar tab. If a service fee is included, there’s no need to tip extra unless you want to.

A Physical Bar & Glassware

If your venue doesn’t have a physical bar, you’ll have to either rent one or find an alternative, such as an upcycled cabinet. Additionally, if you’re stocking your bar yourself, you’ll need to rent glassware either through a rental company or through your caterer.

You’ll Need a Delivery Plan

If you choose to stock your own bar, chances are you’re going to have to figure out how to get everything to your venue or pay a delivery fee to make it happen. Whether you have someone pick up the alcohol or have someone take care of it for you, be sure to coordinate with your venue when the drinks can be dropped off.

Having Leftovers Isn’t a Bad Thing

Running out of alcohol is one of the last things you’d want to happen at a wedding, so be sure to err on the side of buying too much versus not enough. Some liquor stores will buy back what you don’t use, but laws vary by state, so check with your vendors to see if that’s an option.

Even if you can sell it back, you might not want to. You can usually wrangle a bulk discount for whatever you purchase, and is it really the worst thing to have a stash of marked-down booze for your home bar?