Everything You Need to Know about Wedding Bar Service – with unMuddled Bartending Co
WRITTEN BY Ross Hunt, unMuddled Bartending Company
Ross Hunt has spent years behind the bar — and in front of couples who have no idea what they’re getting themselves into when it comes to wedding drinks. As the owner of unMuddled Bartending Co. in Chicago and a certified cocktail nerd, Hunt has fielded every question imaginable about wedding bar service. Here, he breaks it all down.
After the venue and the dress, the bar might be the thing your guests are most excited about. No pressure! The wedding bar world comes with its own language, logistics and even a few “wait, we had to think about that?!” moments. Consider this your cheat sheet to all things wedding bar service, straight from someone who does this every weekend.
Q: We have an old friend who bartended back in college, can’t they just bartend our wedding?
A: Most venues require that your bar service provider carry proper insurance and certification (known as “BASSET” certification) to legally serve alcohol. Beyond credentials, we strongly caution against hiring someone with little-to-no event bartending experience. Outside of making drinks, inexperienced “bartenders” may overlook critical details: sourcing and prepping enough (quality) ingredients, maintaining efficient service during the cocktail hour rush, knowing how to handle an intoxicated guest — and the list goes on. Your wedding is not the place to find out your buddy can’t handle a 200-person guest list. Vet your bar service vendor carefully to ensure they have the experience needed to safely serve you and your guests.
Q: Does the bar service vendor need a liquor license?
A: It depends on who’s purchasing the alcohol. If your bartending vendor is not providing the alcohol and you’re buying the booze yourself at retail (“BYOB” style), a liquor license is typically not needed. If the vendor is purchasing the alcohol and thus selling it to you, a license is required.
If your venue requires a liquor license, regardless of who purchases the alcohol, you must abide by the venue’s rules. Always confirm alcohol service requirements with your venue, as regulations can vary by city and state. For example, recent changes to Wisconsin law have significantly restricted BYOB alcohol service, making it especially important to confirm local policies before making purchases.
Q: What is a “dry hire” bar service?
A: “Dry hire” means the bar vendor does not supply or sell alcohol, they just provide the staff and service. This option often saves couples money, as they can purchase the alcohol at retail and avoid any markups. Convenient delivery services are often available.
Some vendors can even coordinate your alcohol order and facilitate its delivery and pickup logistics for you, so you don’t have to worry about a thing. Not all venues and vendors allow this, so confirm before booking.
Q: What is included when we hire a mobile bartending service?
A: This will vary based on vendor.
Some full-service mobile bartending companies may supply the bartenders, bar tools, mixers, glasses, ice, napkins, a physical bar structure, additional staff and more. Some may offer specialty cocktails, while others serve only basic drinks. There are also some “hospitality staffing” companies that provide only the bartender. Always ask for what is and isn’t included to ensure a vendor fits your needs, and to determine what you’ll need to supplement on your own.
Q: We want to feature five specialty cocktails on our menu. Is that too many?
A: We have found that two to three featured cocktails is the sweet spot.
Too many options slows down bar service, overwhelms guests and results in a lot of waste. Two to three featured cocktails keeps things efficient and your alcohol bill reasonable. And if a guest wants a common drink that isn’t on the menu, a good bar team can usually make it — just confirm with your vendor.
Q: How far in advance should we book our bar service?
A: The safe answer is: As soon as you’re ready and comfortable. Especially if your wedding date is during peak season dates (mid-summer through fall in Chicago). Most bar services book on a first-come, first-served basis, and while some can handle more than one event a day, others might not. At unMuddled, our couples typically book 6-18 months in advance, and that’s a reasonable general benchmark.
Q: Only half of my guests drink alcohol. Are cocktails really worth it?
A: Absolutely worth it. And the non-alcoholic options don’t have to be an afterthought! We recommend always including at least one dedicated non- alcoholic cocktail on the menu (and/ or a cocktail that can be made with or without alcohol). Beverage offerings can be a genuinely memorable part of your wedding, regardless of how many people are drinking. You can also supplement your cocktail offerings with fun coffee and espresso drinks, which have become a popular new addition (and happens to be unMuddled’s latest offering!).
Q: How do we build a cocktail menu that reflects our personality without alienating guests?
A: This is your wedding, the cocktail menu should ultimately be a reflection of YOU as a couple. Don’t stress over trying to please everyone’s tastes. That said, variety helps. We recommend you aim for two to three specialty cocktails, each featuring a different spirit, with contrasting flavor profiles (refreshing, sweet, citrusy, etc.), and at least one option that can be made non-alcoholic (clearly noted).
Q: We’re sourcing the alcohol ourselves. How do we figure out the right variety?
A: It comes down to three things: balance, your VIPs and your budget.
For balance, variety is nice, but it’s important to be reasonable. We find that a good starting point is three to four beer options, two to three types of wine and two to four spirit options.
Regarding VIPs, think about what you and your closest people like to drink, and tailor your selection to reflect that.
And for budget, remember: Weddings are expensive, and there’s no need to blow it all on a variety of alcohol! More variety means more spend, so adjust the variety based on how much you’re comfortable spending. Sometimes less is more.
Q: How much alcohol do we need?
A: The rule of thumb is that, on average, guests will consume two drinks the first hour, and one drink per hour after that. After running those numbers, you can take that total and break it down by the most popular drink types for your guest list. For example: cocktails are the most popular option at unMuddled events, so we skew our alcohol orders to be more liquor-heavy versus beer- and-wine heavy.
Also, if you have more than one specialty cocktail, you’ll want to add a buffer in case any cocktail is more popular than expected.
Yes, calculating it all can get a bit complicated! You can find some useful calculators online, but your bar service vendor should be able to walk you through an estimate with no problem. Don’t hesitate to ask.
Q: My venue doesn’t have a physical bar, is that an issue?
A: Most mobile bartending companies have their own bar they can bring to set up at your venue. If not, or if you want a specific aesthetic, rental companies (in Chicagoland, think House of Rental, Tablescapes and Bowery & Bash just to name a few) offer a range of bar styles to choose from. Just make sure you plan the bar into the floorplan of the day, ensuring bartenders have enough space and the location won’t cause a bottleneck in a high-traffic area.
Q: What else should we ask a bartending vendor before booking?
A: Make sure you understand all fees that may apply. This can include service charges, vendor parking, gratuity and add-ons that might not have been communicated in the initial proposal.
Ask if they’ve worked at your booked venue before. Some venues have preferred vendors or specific rules all vendors must meet, like requiring a Certificate of Insurance (COI).
Also ask how many bartenders they recommend for your guest count. Your bar service provider should know how many bartenders are needed to ensure an efficient bar service based on their service structure. Keep in mind that this ratio can vary by vendor based on their offerings, so don’t be surprised if you get different answers.
Finally, don’t be afraid to ask where they source their ingredients from and if they make their syrups and juices fresh. Cocktails that use store-bought mixers will taste vastly different than those that use house-made syrups and freshly squeezed citrus.
About the Author
Ross Hunt is the Owner/ Chief Cocktail Nerd at unMuddled Bartending Company. After climbing the corporate ladder in consulting and account management, he decided a desk job wasn’t for him. So Hunt said goodbye to that world and jumped into bartending — an industry that allows him to express his creativity and serve others. Fast forward to today, Hunt has converted into a self-proclaimed cocktail nerd and hospitality champion. He has earned credentials as a Certified Executive Bourbon Steward and is a BarSmarts Academy Graduate.
He also has earned certifications from the globally recognized Wine & Spirit Education Trust and Tequila Regulatory Council. He continues his education (both formal and informal) by interacting with hospitality professionals and enthusiasts daily.
