Setting up a bar for a private event involves more than bottles and glasses. This guide covers bar equipment, glassware quantities, ice, storage, staff ratios and how to calculate drinks for your guest count.
Setting up a bar for a private event involves more than bottles and glasses. This guide covers bar equipment, glassware quantities, ice, storage, staff ratios and how to calculate drinks for your guest count.
A private function requires more planning than most people expect. Get the glassware quantities wrong and stock runs out at 9pm. Get the ice wrong and guests drink warm beer at an outdoor summer party. This guide covers the essentials of how to set up event bar hire, detailing bar types, glassware quantities, ice, equipment, staffing ratios, and drinks calculations.
Cash bar: Guests pay for their own drinks. This format requires a till, card reader, float, and more stock variety since predicting orders remains difficult. Staffing needs increase because transactions take longer than free-pour service.
Open bar: Ticket prices or packages cover the drinks. You control the range, allowing you to simplify stock. Quantities increase because consumption rises when guests do not pay per drink, typically by 20-30% compared to a cash bar of the same length.
Drinks reception: Staff serve a set selection for a fixed period, usually 1-2 hours on arrival. This format remains the most manageable from a planning perspective. You pre-set quantities, staff circulate with trays, and bar queues disappear. Glassware consumption rises per person because guests put glasses down and pick up new ones from passing trays.
Mobile bar units provide a professional front for your service area. Folding bars transport flat and assemble on site, creating a sturdy serving counter. LED bars add illumination for evening events, while rustic wooden bars suit festival settings. Each physical bar unit requires adequate space behind it for staff movement and stock storage.
Underestimating glassware represents the most common bar planning mistake. People do not hold onto the same glass all evening.
| Format | Glass uses per person | 100 guests | 200 guests |
|---|---|---|---|
| Drinks reception (1-2 hours) | 3-4 glasses | 350-400 | 700-800 |
| Full evening bar (4+ hours) | 5-6 glasses | 550-600 | 1,100-1,200 |
| Champagne toast only | 1.1 per guest | 110 | 220 |
Always add 20% on top of your calculated quantity to cover breakages. A 500-glass order needs 600 glasses in practice. Expo Hire includes a free minor damage waiver on every order, protecting you against standard breakages. Browse our glassware hire range, featuring wine glasses, champagne flutes, hi-ball glasses, and more. Remember our "Send It Back Dirty" service means you return all items unwashed.
Different drinks demand specific glassware. Pints require standard nonic or tulip glasses. Wine service needs separate red and white glasses, as red wine glasses feature a larger bowl to allow the wine to breathe. Champagne flutes maintain carbonation longer than standard wine glasses. Ordering the correct glass type prevents serving premium drinks in inappropriate vessels.
| Item | Per bar station | Notes |
|---|---|---|
| Large ice buckets | 2-3 | Change ice every 45 minutes in warm conditions |
| Cocktail shakers | 2-4 | Only needed if serving cocktails |
| Bottle openers | 4 | They go missing — always have spares |
| Speed pourers | 1 per spirit bottle | Significantly faster service |
| Bar spoons | 4 | Stirring and layering |
| Bar mats | 2-3 | Drip catchers behind the bar |
| Corkscrews / wine keys | 4 | Multiple to avoid bottlenecks during service |
| Ice tongs | 2-3 | Hygiene requirement |
| Jiggers / measures | 4 | Required if measuring spirits |
| Water jugs | 2-4 | Table water service during dinner |
Browse the full bar hire range for ice buckets, bar equipment, and accessories.
Refrigeration plays a critical role in bar operations. Under-counter fridges fit neatly behind the bar station, keeping high-turnover items cold. Upright display fridges hold larger volumes of bottled beer and wine, allowing staff to see stock levels at a glance. Always check the power requirements for your refrigeration equipment and confirm your venue has sufficient electrical outlets on separate circuits.
The rule of thumb dictates 1kg of ice per person for a 4-hour event. That covers both ice for drinks and ice for cooling bottles. Double this amount for outdoor summer events where ambient temperature melts ice at a faster rate. A 150-guest outdoor summer party over 4 hours needs 300kg.
Factor ice separately for each use. Ice for drinks differs from the ice needed for chilling bottles. Bar ice will not cool your wine unless you plan for it with enough separate buckets. Store backup ice in insulated cool boxes rather than leaving bags at room temperature. Keep ice scoops separate from the ice itself to meet hygiene standards.
Staffing ratios for a bar:
These ratios maintain a comfortable service level without queues forming. Events with a spike period, such as guests arriving at once or heading to the bar after speeches, need planning for the peak rather than the average. A 200-guest wedding with a full bar needs at least 5 bartenders at the busiest point of the evening.
Beyond bartenders, consider bar backs for larger events. Bar backs restock fridges, change kegs, empty bottle bins, and replenish ice, allowing bartenders to focus entirely on serving guests. One bar back per three bartenders maintains a steady flow of supplies during peak service times.
Allow one bar station per 75 guests. Each station needs at least 3m of bar table space for bottles, glasses, ice, and working equipment. A 150-guest event requires two bar stations. A 300-guest event needs four.
For a single-station bar, a 6ft and an 8ft trestle table pushed together creates roughly 4.2m of surface, providing adequate space for a basic beer and wine setup. Add a back bar, placing a second table behind the bartender for reserve stock and equipment, if space allows. You can secure these items with no deposit required on orders under £500.
Position your bar away from the main entrance to prevent bottlenecks as guests arrive. For events over 200 people, splitting the bar into two separate locations in the room reduces crowding and improves traffic flow. Maintain a clear path between the reserve stock area and the active bar stations for safe restocking during the event.
| Drink | Per person per hour | 100 guests over 4 hours | 200 guests over 4 hours |
|---|---|---|---|
| Wine (125ml glass) | 1 glass | 400 glasses (57 bottles) | 800 glasses (114 bottles) |
| Beer / lager | 0.8 pints | 320 pints | 640 pints |
| Soft drinks | 1.5 glasses | 600 glasses | 1,200 glasses |
| Spirits (approx 30% of guests) | 1 measure | 120 measures | 240 measures |
These figures represent averages for a mixed adult crowd. Adjust up for younger crowds and events where packages cover drinks. Adjust down for daytime events, family gatherings, or groups with a higher proportion of non-drinkers.
Mastering how to set up event bar hire requires attention to detail and accurate guest counts. Browse bar hire for equipment and accessories, and glassware hire for quantities that match your guest count.
For a complete event setup, see our full range of linen hire and catering equipment hire. Delivery costs start from £40 ex-VAT, based on road distance from your nearest depot.
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