The Ultimate Guide to Hiring Bartenders and Mobile Bars for Your Wedding
Sip, Savor, and Celebrate with a Unique and Memorable Wedding Bar
Your wedding day is all about celebrating love, creating memories, and sharing unforgettable moments with the people who matter most to you. After over a decade as wedding bartenders, we've seen it all—and the truth is, some of the most unforgettable moments always seem to happen at the bar.
Professional bartenders bring more than just one less thing for you to worry about—they bring experience, personality, and that extra je ne sais quoi that ensures everyone has a good time. Mobile bartending services are trendy for a reason, as they help couples enhance their weddings with polished setups, tailored drink menus, and service that blends seamlessly with their special day.
Every Wedding Needs a Skilled Bartender
Professional wedding bartenders aren't just there to keep the glasses full and the laughter flowing; they help set the tone for a smooth and enjoyable evening. Whether they're crafting custom cocktails made specially for you, selecting wine pairings that complement your catering, or shaking up thoughtful mocktail options for your sober guests, professional bartenders make sure everyone has something to raise a glass to.
What You’ll Learn in This Wedding Guide
Planning the perfect wedding bar might seem daunting, but with a little guidance, it's easier than you think. In this guide, we'll walk you through:
Choosing the right bartender or mobile bar for your big day
Creative ideas for cocktails, mocktails, and drink menus
Budget-friendly tips for planning your wedding bar
The pros and cons of open bars, cash bars, and everything in between
How to make your wedding bar both functional and unforgettable
With these tips and insights, you'll have everything you need to make your wedding bar the highlight of your celebration. Pour your favorite beverage and let's dive in!
Table of Contents
Why You Need a Bartender for Your Wedding
If you've been in the thick of wedding planning, you know that every detail matters—and the bar is no exception. Wedding drinks are so much more than just refreshments—they're part of the celebration! That's why a professionally managed bar can elevate your wedding experience. Here's why hiring a bartender for your wedding is one of the best decisions you can make.
Professionalism and Expertise
Bartending is an art and a science, and professional bartenders bring both to your event. They know how to craft delicious drinks, manage large crowds, and keep service running smoothly so everyone's happy. With their expertise, you can enjoy your big day without worrying about:
Consistency: Every drink will taste just right, from the first pour to the last.
Speed: Professional bartenders can handle long lines efficiently, ensuring guests aren't left waiting.
Knowledge: They're well-versed in classic cocktails, popular trends, and how to adapt drinks to your menu and theme.
A professional bartender also helps avoid common mishaps like over-pouring or poorly mixed drinks, which can waste alcohol or leave guests dissatisfied.
Enhancing the Guest Experience
Guests often spend a significant amount of time at the bar during weddings. Friendly, skilled bartenders can make their experience enjoyable by:
Engaging with guests by chatting, offering drink recommendations, and creating a warm, welcoming atmosphere.
Customizing drinks so guests can enjoy personalized touches or tailored options based on dietary preferences.
Making mocktails people will remember, since not everyone drinks alcohol but, everyone wants to feel included.
Guests will remember not just the drinks, but the overall experience—and a good bartender is the key to making sure that experience is a positive one!
Managing Logistics and Reducing Stress
Hiring a bartender lets you focus on enjoying your wedding—not worrying about the bar. Professional bartenders are equipped to handle:
The entire process, from set-up to clean-up. All of the behind-the-scenes details, from prepping garnishes to organizing glassware.
Estimating how much alcohol you'll need to buy based on the guest pool in order to minimize waste and avoid running out of supplies.
All aspects of safety and compliance. Licensed bartenders ensure your wedding complies with alcohol laws and permits. Experienced bartenders can also assist with preventing over-serving and handling any issues in a discreet manner.
Bartenders also know how to manage guest dynamics, so they can help handle any difficult guests and keep an eye out for underage drinking.
Avoiding the Pitfalls of DIY Bars at Your Backyard Wedding
If you’re planning a backyard wedding, a DIY bar might seem like a cost-saving option. But they often lead to unexpected headaches—headaches you won't want to deal with when you're trying to enjoy your wedding. Here's why leaving the bar to the professionals is worth the investment:
Untrained servers or self-service setups can lead to excessive alcohol consumption and messy execution, which can increase costs, lead to wasted ingredients, create potential liabilities, or cause dissatisfaction among guests.
Bartenders keep the drink process seamless and enjoyable so guests don't have to pour their own drinks or navigate a chaotic bar area.
Bartenders keep the lines moving so everyone can mix, mingle, dance, and raise their glasses in celebration.
By hiring a bartender, you eliminate the risks of a DIY bar.
Elevating Your Wedding with Customization and Personalization
Bartenders offer a unique opportunity for you to personalize your wedding. They can:
Create signature cocktails to reflect your personality as a couple or align with your overall wedding theme.
Curate a custom menu, from classic favorites to trendy cocktails (anyone care for a negroni sbagliato with prosecco in it?). Professional bartenders can also ensure that your drink menu complements the catering for a cohesive dining experience.
If you have themed presentations in mind for your overall wedding decor, professional bartenders can help bring your vision to life. Whether you prefer a rustic setup with mason jars, or a sleeker and more modern look, bartenders can ensure that every aspect of your wedding is on theme.
Personal touches like these help turn your bar from a functional catering piece to an unforgettable part of your wedding experience.
What You Need to Know About Wedding Bartender Costs
Budgeting for a wedding can be overwhelming. If you want to hire bartending services for your wedding, then understanding the costs associated with these services is a key part of budget planning. The exact pricing will vary based on your location, guest count, and specific needs, but hiring a professional bartender is often more affordable than you might think.
What Does a Wedding Bartender Cost?
The cost of hiring a wedding bartender typically falls into the following categories:
Hourly rates: Many bartenders operate on an hourly rate. Those rates will depend on the service provider.
Flat fees or packages: Some bartenders or mobile bar companies offer flat-rate packages, usually including setup, equipment, and a specified number of service hours.
Add-ons and extras: If you want customizations, such as signature cocktails or themed setups, these may come at an additional cost.
Tips or gratuities: It's customary to tip your bartenders for their services. In most cases, you can either add gratuity to your final bill, leave a tip jar at the bar, or the bartenders may come with QR codes for digital tips (because who carries cash these days?).
Factors to Consider that Could Impact Bartender Costs
Several variables could influence the total cost of bartending services for your wedding. Accounting for these variables can help you budget for wedding bartender services more effectively:
Guest count: The more guests you have, the more bartenders and product you'll need. Most companies operate on a ratio of one bartender per every 75–100 guests to keep things moving fluidly.
Duration of service: This one is pretty straightforward. The longer your event runs, the more hours of service are needed, and the higher the overall cost will be.
Complexity of drink menu: A simple beer-and-wine bar is going to be less expensive than if you want to offer craft cocktails or specialty drinks.
Venue and location: Urban areas and high-demand venues typically have higher rates for bartenders compared to more rural, less competitive areas. If your wedding is an especially rural area, however, there may be additional travel costs for bartending services.
Equipment and supplies: Some bartenders charge additional fees for items like ice, glassware, and garnishes.
Some Cost-Saving Tips for Wedding Bartending
If you want to hire professional bartenders for your wedding, but you also want to keep costs manageable without compromising on quality, here are some practical tips:
Simplify the Drink Menu. Offer a limited selection of beer and wine, and a couple of signature cocktails to reduce prep time and ingredient costs.
Provide Your Own Alcohol. Some (not all) bartending services allow you to supply your own alcohol, which can significantly cut costs if you purchase in bulk.
Opt for Sourcing Alcohol from Costco or Another Wholesale Store. Fun fact: If you live in Arizona, you can actually return unopened alcohol to Costco!
Shorten the Service Window. To save on hourly rates, limit the bar's operating hours. At the Top Shelf Bartenders, we have a minimum service window of 5 hours, which is perfect for most weddings!
Choose Off-Peak Times. Some bartending services may offer lower rates for weekday weddings or off-season events.
Understanding Bartending Packages
Many bartending companies offer packages that bundle services for convenience and cost savings. These packages may include:
Setup and Cleanup: The time it takes to prepare the bar and clean up afterward.
Bartending Hours: A set number of hours for service.
Bar Equipment: Portable bars, ice, mixers, garnishes, and other essentials.
Custom Add-Ons: Mocktails, themed setups, or signature cocktails.
When reviewing wedding bartending packages, ask for a detailed breakdown of what is and is not included, so you can understand all the details.
Comparing Costs: DIY Bars vs. Hiring a Bartender
If you're having a backyard wedding and considering a DIY bar, that might seem like a cost-effective option. However, hidden expenses and logistical challenges can quickly add up and make DIY not worth it compared to hiring professionals. Here are some comparisons to consider:
| DIY Bar | Professional Bartender |
|---|---|
| You handle setup, service, and clean-up | Bartender manages everything for you |
| Risk of over-pouring or running out of supplies | Bartender ensures efficient use of ingredients |
| Guests may have to serve themselves | Guests receive professional, personalized service |
| Liability concerns without trained staff | Licensed bartenders follow safety protocols |
In many cases, hiring a bartender ends up being more cost-effective and less stressful than attempting a DIY solution.
Is a Bartender Worth the Investment?
While costs vary, hiring a professional bartender adds immense value to the experience of both your guests and you and your spouse! Professional bartenders ensure drinks are made quickly and consistently, guests are served safely and responsibly, and you and your loved ones can enjoy the celebration without worrying about bar logistics. Bartenders help reduce waste, manage supplies effectively, and create an overall polished experience that's well worth the investment.
Types of Wedding Bartending Services
When it comes to planning your wedding bar, you have options—lots of options. From traditional bartending setups to trendy mobile bars and interactive experiences, you can tailor your bartending services to fit your wedding's style, size, and vibe. Here's a breakdown of the most popular types of wedding bartending services to help you decide what works best for your big day.
Mobile Bar Services
Imagine a chic, portable bar rolling up to your venue, perfectly styled to match your wedding theme. That's the beauty of a mobile bar service. These all-in-one setups are as functional as they are photogenic, because they offer both an efficient and fun way to serve your guests.
Why Choose a Mobile Bar?
If you're considering a mobile bar for your wedding, here are some reasons a mobile bar could be right for you:
Versatility: Mobile bars are perfect for outdoor weddings, backyard receptions, and venues that don't have built-in bars.
Customization: Mobile trailer bars can be styled to match your theme, whether you're a rustic, vintage, modern, or boho bride!
Ease: Mobile bars are easy because they come equipped with everything needed to serve drinks, from glassware to ice.
Mobile bars are trendy for a reason. They're a crowd-pleasing option that takes the hassle out of bar service.
Traditional Bartending Services
For couples hosting their wedding at a venue with an in-house bar option, hiring professional bartenders is pretty straightforward. In these cases, traditional bartending services focus on crafting and serving drinks from an established bar setup.
Why Choose Traditional Bartenders?
Some reasons to hire bartenders for an in-house bar option include:
Reliability: Professional bartenders offer reliable service you can depend on.
Efficiency: Experienced bartenders can quickly serve a large number of guests and avoid long wait times.
Familiarity: Guests can comfortably order classic cocktails, wine, and beer.
If your venue offers a built-in bar, professional bartending ensures the service runs smoothly and your guests feel well taken care of.
Open Bar vs. Cash Bar
One of the biggest decisions you'll have to make about your wedding bar is whether you want to offer an open bar, a cash bar, or a combination of the two.
Open Bar
With an open bar, your guests can enjoy unlimited drinks, but you foot the bill. Open bars are often seen as the ultimate hospitality experience, but they will be more expensive for the couple.
Cash Bar
With a cash bar, your guests pay for their own drinks. This option might be more budget-friendly, but it's a less popular choice for weddings and usually feels less celebratory. At The Top Shelf Bartenders, we don’t work with clients who choose this option, and in our experience, most venues don’t allow this anymore.
Pro Tip: If you do choose a cash bar, make sure you communicate it clearly in advance to your guests so they can come prepared.
Combination Bar
A combination bar is a hybrid option where you cover certain drinks (like beer and wine) and guests can pay for other beverage options, like specialty cocktails.
Creative Bartending Experiences
Want to add a little flair to your reception to make it truly unforgettable? Creative bartending services are all about engaging your guests and making the bar a unique aspect of your celebration.
These specialized options will depend on the bartending company, but some creative ideas include:
Mixology Stations: Guests can create their own cocktails with guidance from a professional bartender.
Signature Drink Tastings: With this option, bartenders craft small samples of unique cocktails for guests to try.
Wine Tasting Bars: If you are a wine-loving couple, these stations offer curated selections and pairings.
Themed Drink Bars: These can be centered around your favorite liquor. Think mimosa bars, tequila flights, or bourbon tastings.
Creative experiences are a hit for couples who want their bar to be an interactive experience rather than just a drink station.
Other Specialized Bartending Services
Some other specialty services you might include at your wedding are:
Mocktail bars, which are ideal for adding fun for underage guests or guests who prefer not to drink.
Signature cocktails designed by your bartender to reflect your love story or personality as a couple.
Cultural or themed bars, where bartenders incorporate elements of your heritage or wedding theme into the drink menu.
These customizations will not only ensure your wedding experience is unique, but that there's something for everyone to enjoy so no one feels left out.
Planning Your Wedding Bar Menu
Your wedding bar menu is so much more than just a list of drinks—it's an opportunity to reflect your personality, wow your guests, and set the tone for your celebration. A well-planned menu can elevate your wedding bar from functional to unforgettable.
Start with the Basics: Beer, Wine, and Spirits
Most wedding bar menus begin with a foundation of beer, wine, and standard spirits. These classics ensure there's a reliable option for every guest.
When selecting beers, we recommend keeping it super simple and sticking with crowd-pleasers, like domestic beers or lagers. In our experience, trying to go outside the box with your alcohol results in wasted product and cost.
If you're offering wine, select a variety of both red and white, and consider adding popular choices like rosé or sparkling wine for extra celebratory flair.
If you're including spirits, then make sure you stock the essentials—vodka, tequila, and whiskey—to cover a range of cocktail requests.
Pro Tip: Professional bartenders can help you choose drinks that pair well with your menu and adjust for the season (think lighter wines and beers for summer weddings, and richer options for winter).
Add a Personal Touch with Signature Cocktails
Having a signature cocktail on the menu is a fun and creative way to make your bar menu uniquely yours. Professional bartenders can help you craft drinks that match your wedding theme, help tell your story as a couple, or include your favorite flavors.
Some ideas for signature cocktails include:
A drink inspired by your honeymoon destination or the place you got engaged (like a tropical pina colada for a beach getaway)
A classic cocktail with a personalized twist that matches your wedding decor (like a lavender-infused gin and tonic to match your lavender florals)
His-and-hers or his-and-his/hers-and-hers cocktails, with names that highlight your personalities
Pro Tip: Keep your signature cocktails simple to ensure quick service.
Consider Mocktails
Not all guests will want to indulge in alcohol, but that doesn't mean they should miss out on the fun. Including a selection of thoughtful and creative mocktails helps non-drinkers, kids, or designated drivers feel included too.
Some fun wedding mocktail ideas include:
Virgin mojitos with fresh mint and lime.
Sparkling fruit spritzers with seasonal berries.
Non-alcoholic sangria made with fruit juice, soda water, and fresh fruit.
Non-alcoholic wines, beers, and liquors have also come a long way over the years, giving non-drinking guests the opportunity to enjoy the flavors without the alcohol.
Seasonal and Themed Drink Ideas
When and where you get married can help inspire your drink menu. Consider incorporating seasonal or themed elements to make your bar feel both cohesive and intentional.
For spring and summer, consider flavor profiles like cucumber, citrus, and sangria. If you have a fall or winter wedding, consider warm and cozy drinks like mulled wine, spiced cider, or smoky old fashioneds.
For themed drink ideas that match your wedding decor, consider mason jar cocktails and whiskey-based drinks for rustic weddings; herbal-infused cocktails like rosemary gimlets for boho weddings; or sleek martinis for modern weddings.
Budget-Friendly Wedding Bar Menu Tips
Crafting a creative and memorable menu doesn't have to break the bank. Here are some tips to help keep costs in check:
Limit Options: Offer a limited, curated selection of drinks rather than an array of choices and varieties.
Choose House Labels: While top-shelf options might be impressive, mid-tier wines and spirits can balance quality with affordability.
Signature Drinks Only: Skip a full cocktail menu and serve one or two signature drinks alongside beer and wine.
BYO Alcohol: If the venue and bartending company you work with allows it, consider purchasing your own alcohol in bulk to save on costs.
Planning your wedding bar menu is about so much more than just picking drinks—it's an opportunity to add a personal, intentional touch to your celebration. By balancing variety with simplicity, incorporating seasonal or signature options, and considering guest preferences, you can create a wedding bar experience that everyone will be talking about!
Behind-the-Scenes Tips for a Smooth Wedding Bar
While the bar aspect of your wedding may seem straightforward, there's a lot that happens behind the scenes to make sure everything runs smoothly. Keeping supplies stocked to timing the service just right, here are some practical tips to keep in mind so your wedding bar is a stress-free experience.
1. Plan Your Drink Quantities
Running out of drinks is every couple's nightmare, but overstocking can be unnecessarily expensive. If you can’t source alcohol from a place that allows returns, like Costco or Total Wine, here's a general guideline for estimating drink quantities:
Beer: 2–3 options, and only 2 beers per guest for the entire event.
Wine: We generally recommend one case (or 12 bottles) per 100 guests.
Spirits: Buy the big 1.75L bottle and you’ll get about 50 drinks out of it. The general rule of thumb is 5 drinks per guest for your wedding.
Your best bet here is to consult with an experienced wedding bartender who can help you refine these estimates based on your guest list and bar menu.
2. Give Your Bartender a Heads-Up
Your bartender can work more efficiently when they know what to expect. When consulting with a professional bartender, they'll likely ask you these questions, so be prepared to share these details ahead of time:
The wedding timeline, including when cocktail hour starts and ends
Any special requests, like mocktail options or signature cocktails
Specific preferences or dietary needs among your guests, like gluten-free beer
3. Space and Setup Are Key
To keep your bar area well-organized and functional for both guests and bartenders:
Position the bar in an easily accessible area that doesn't block the flow of traffic.
Confirm with your bartender what equipment they'll bring vs. what you'll need to provide (i.e., glassware, ice bins, etc.).
Allow plenty of time for the bar to be set up before the guests arrive.
4. Timing the Bar Service
Strategic timing ensures the bar serves as a highlight without disrupting the flow of the day. For example:
Opening the bar during cocktail hour kicks off the celebration and keeps the guests occupied while you and your wedding party get pictures taken.
Pause bar service briefly during toasts or speeches to avoid unnecessary disruption during emotional moments.
Close the bar 15-30 minutes before the end of the reception to encourage a smooth and timely exit for your guests.
5. Include Small Comforts
A few thoughtful touches can make a big difference in your guests' experience:
Water Stations: Provide easily accessible water to keep everyone hydrated. Bonus points if you have Liquid IV or Pedialyte to stave off the post-wedding hangover!
Snacks at the Bar: Include some simple, snackable items like nuts or pretzels to pair with drinks.
Clear Signage: Using clear, attractive signage to list drink options, including mocktails, will improve your guests' experience overall.
Open Bar Etiquette and Tips
If you choose to offer an open bar at your wedding, understanding open bar etiquette and strategies can help you navigate costs, enhance your guests' experience, and keep the party running smoothly. Here are some important things to know to make your open bar a highlight of your celebration.
What Is an Open Bar?
An open bar means your guests can order as many drinks as they like without paying for them individually. Typically, open bars are covered by the couple or included in the catering or bartending package you select from your vendor.
Types of Open Bars
Some types of open bars include:
Full Open Bars: This option offers a wide selection of beer, wine, cocktails, and non-alcoholic beverages.
Beer and Wine-Only Open Bar: A more expensive option, since you only get 4–5 glasses per bottle of wine.
Limited Open Bar: This option covers beer and wine and a selection of pre-determined drinks, such as one or two signature cocktails.
Benefits of an Open Bar
Offering an open bar has several advantages that can elevate your wedding experience, including:
Guest Satisfaction: Guests love the freedom to order their favorite drinks and enjoy the night without worrying about the cost.
Enhanced Atmosphere: A well-stocked bar encourages mingling and a lively dance floor.
Memorable Experience: Thoughtfully-curated open bars leave a lasting impression, especially when they include personalized touches like signature cocktails.
Budget-Friendly Tips for Open Bars
While open bars are generous, they can be costly. Here are some ways you can manage costs while still offering an exceptional experience.
Limit the Selection. Instead of offering a full range of liquors, curate a smaller menu with a few crowd-pleasers (like vodka, whiskey, or tequila) and a couple of specialty cocktails.
Opt for a Beer-and-Wine Bar: Leaving out spirits can significantly reduce the costs while still offering variety. Don't forget the champagne toast, though!
Set a Time Limit: Keep the bar running for a specific time period rather than all night. At The Top Shelf Bartenders, our most popular package is our minimum of 5 hours, which is ideal for most weddings.
Buy in Bulk: If your venue and vendor contracts allow you to bring your own alcohol, purchase in bulk from warehouse stores like Costco or Total Wines, which allow you to return unused alcohol.
Negotiate Packages: Work with your bartender or catering company to find a package that balances cost with variety.
Alternatives to a Full Open Bar
If a full open bar doesn't work for your budget, there are some alternative options.
Hybrid Bar
A hybrid bar is highly customizable. You can offer beer and wine for free with guests paying for cocktails or premium drinks. Or, you can add a signature cocktail to the free list, and allow guests to request other cocktails on their own dollar.
Cash Bar
A cash bar is where guests pay for their own drinks. This option isn't as popular because it doesn't feel as festive, and in our experience, can make wedding guests leave the celebration early. Keep in mind that many venues do not allow cash bars at all anymore.
Drink Tickets
If you go this route, you provide each guest with a set number of complimentary drink tickets, then switch to a cash bar once they're used. Again, not a popular option and has a corporate feel to it.
If you go with a bar option that requires guests to pay for their drinks at any point, make sure you communicate that ahead of time on the invitations.
Signature Drink Station
With a signature drink station, you sip the full bar altogether and focus on one or two specialty cocktails alongside non-alcoholic options, like tea and lemonade.
How Bartenders Make Your Wedding More Fun
A great bartender does more than just pour drinks—they set the tone for your entire celebration, keep guests engaged, and ensure the drink catering at your wedding runs smoothly. Whether they're crafting your specialty cocktail, managing the crowd, or simply sharing in the joy with a warm smile, bartenders play an important role in making your guests happier and your wedding day less stressful overall.
Keeping the Celebration Flowing
Weddings are all about celebrating love and connection, and the bar is usually the natural gathering spot for guests to mix and mingle. If you hire a skilled bartender for your wedding, they will ensure:
Efficiency: Bartenders make sure the drinks are served quickly and consistently, minimizing wait times overall.
Seamless Transitions: Bartenders are experts at managing the flow of events, like transitioning from cocktail hour to dinner or signaling the last call before the night ends or cash service begins.
Welcoming Atmosphere: Professional bartenders know how to be friendly and approachable so your guests feel comfortable, whether they're ordering a drink or simply chatting.
Since bartenders help everyone feel included and at ease, they're truly the unsung hosts of your wedding reception.
Crafting Memorable Drinks
One of the most enjoyable aspects of modern weddings is discovering the signature cocktails and drink options specially chosen by the couple. Bartenders bring these elements to life through:
Customizing Cocktails: They prepare signature drinks that reflect your personality, wedding theme, or favorite flavors.
Creative Presentation: Whether it's the garnishes or the glassware, bartenders add flair that turns a simple cocktail into an Instagram-worthy experience.
Mocktail Expertise: For guests who don't drink alcohol, bartenders can craft delicious non-alcoholic beverage options that are just as fun and delicious as the real thing.
These professional touches offer moments your guests will be talking about for long after the night ends.
Making Your Wedding Less Stressful Overall
When you're getting married, you should be focusing on enjoying your day, chatting with friends and family you maybe haven't seen in awhile, and making memories you'll hold near and dear for a lifetime. What you should not be doing is worrying about the logistics of catering. In this way, bartenders take on a crucial support role by:
Managing Bar Supplies: They ensure the bar stays stocked and organized throughout the event. They manage any stock issues on their own without having to bother you or interfere with your celebration.
Following the Timeline: Bartenders work with you or your coordinator to align their services with the wedding schedule, from the start of cocktail hour, through champagne toasts, to the last call before the end of the party.
Easing Stress: When you know that an experienced wedding bartender is handling the bar, you can have peace of mind and simply relax and enjoy your wedding.
With bartenders managing these key aspects of the wedding, your focus can be on dancing, picture-taking, laughing, crying (tears of joy, of course), and spending time with the people you love.
How to Choose the Right Bartender or Mobile Bar Service
Choosing the right bartender or mobile bar service for your wedding is more than just a checkbox on your wedding to-do list—it's an opportunity to enhance your guests' experience with professional service and expertly crafted drinks. Here's how to navigate the decision-making process and ensure you book the perfect team for your big day.
1. Know Your Needs
Before you start reaching out to bartenders or mobile bar companies, it's important to define exactly what you're looking for. Some factors to consider include:
Guest Count: Larger weddings usually require multiple bartenders and more extensive bar setups.
Type of Bar: Are you envisioning a mobile bar trailer, a traditional setup, or something interactive like a wine tasting menu or mixology station?
Menu Preferences: Will you be serving beer and wine only, or do you want to offer signature cocktails and mocktails?
Service Duration: Determine how long you'll need bartending services, from cocktail hour through the reception.
By compiling your specific needs into a list, you'll be able to narrow down your options and communicate clearly with potential vendors.
2. Choose Licensed and Insured Bartenders
Licensed and insured bartenders aren't just a smart choice, but a requirement at many venues. Typically, wedding venues won't allow unlicensed bartenders, and insurance provides peace of mind in case of any issues during your big day.
Some questions you should ask potential vendors include:
What is your approach to handling rowdy or disgruntled guests?
Are you insured for liability and property damage?
Can you provide documentation if requested?
Hiring licensed and insured professionals ensures your wedding not only complies with local laws and regulations, but also protects you from potential liabilities.
3. Research Reviews and Recommendations
It's important to research online reviews when choosing a bartender or mobile bar service. Look for companies with consistent positive feedback about their professionalism, skill, and flexibility. Do the reviews offer information on the vendor's punctuality, appearance, and guest interaction? Do they mention their ability to craft high-quality drinks and handle large crowds efficiently? Do they have notes about the vendor's willingness to accommodate special requests or unique setups?
Pro Tip: Ask your wedding venue or planner for recommendations, as they usually have trusted connections in the industry.
4. Ask the Right Questions
Once you've identified potential bartenders or mobile bar services, schedule consultations or interviews. These meetings serve as an opportunity to learn more about what the vendor offers and ensure they're a good fit for your wedding.
Some questions you should ask (in addition to questions around licensing and insurance) include:
What packages do you offer, and what's included?
Can you customize the menu or create signature cocktails?
What equipment do you provide (e.g., glassware, mixers, garnishes, ice)?
How many bartenders will you provide based on my guest count?
Have you worked at my venue before?
How the vendor answers these questions will help you gauge their experience, professionalism, and ability to meet your needs.
5. Review the Contract
Before booking, carefully review the contract to understand the terms and conditions. Pay special attention to:
Pricing: Are all costs clearly outlined, including gratuities, travel fees, or additional charges?
Timelines: Does the service include setup and breakdown time?
Cancellations: What is their policy for cancellations or changes?
Alcohol Policies: If you're providing your own alcohol, confirm whether they'll handle transport and storage.
Reviewing the contract carefully ensures you're clear on all details to avoid surprises later.
6. Book Early
The best bartenders and mobile bar services book up quickly, especially during peak wedding season. Aim to book your bartender a minimum of 6-12 months in advance in order to secure your vendor of choice and ensure there's plenty of time to plan the menu and setup.
If your wedding is sooner than 6-12 months, don't freak out! Communicate the tight deadline with the vendors during your discovery call to ensure they're aware and can work with you on figuring out all the details in time.
Frequently Asked Questions About Wedding Bars
In our experience, clients have lots of similar questions about wedding bars. Here are some of the most common ones we hear to help you feel more confident and prepared.
How Many Bartenders Do I Need for My Wedding?
The rule of thumb in the bartending world is one bartender for every 75–100 guests if you're serving a simple menu, like beer and wine. If you have a more complex menu with cocktails, you might consider more than one bartender per every 75–100 guests to ensure efficient, smooth service.
Can I Provide My Own Alcohol?
Some bartending service companies allow couples to provide their own alcohol, which can save some money in your budget. Make sure to confirm with your venue that outside alcohol is allowed, and check with your bartending vendor.
What's the Difference Between a Bartender and a Mobile Bar?
A bartender provides drink service, while a mobile bar includes the entire setup which can often be styled to match your wedding theme. Mobile bars are ideal for venues without built-in bar areas or for adding a unique and visually stunning feature to your wedding.
What's Included in a Bartending Package?
Packages vary by company but often include:
Bartending service for a set number of hours
Tools and equipment, like shakers, strainers, and ice buckets
Setup and cleanup of the bar area
Always ask your bartending vendor for a detailed list of what's included before booking. At The Top Shelf Bartenders, we have a variety of wedding bartending packages that include everything from our bartending services and supplies to varieties of non-alcoholic beverages, different mixers and garnishes, and elevated glassware. All of our packages include general/liquor liability insurance as well.
How Far in Advance Should I Book a Bartender?
Popular bartending services can book up quickly, especially during peak wedding season. To play it safe, you should aim to book your bartender 6-12 months in advance to secure your preferred team and give yourself plenty of time to plan.
How Can I Make My Bar Stand Out?
If you want a unique bar service that everyone talks about long after your wedding is over, consider adding some fun or personalized touches, such as:
Signature cocktails named after you and your partner
A themed bar setup
Mocktail options to include non-drinking guests
Your Dream Wedding Bar Starts Here
Ready to make your wedding a Top Shelf event? Whether you're dreaming of a rustic mobile bar, interactive mixology, or classic expert bartending, our team at The Top Shelf Bartenders in Phoenix, Arizona is here to help. Contact us today to discuss your vision and we'll help you create a wedding bar experience your guests will never forget. Cheers!
