How to Plan a Nonprofit Event with a Cash Bar and Food in Washington, DC
Organizing a nonprofit event with a cash bar in Washington, DC, requires careful planning to ensure compliance with local laws and a successful fundraising experience. Since DC law mandates that food be served with alcohol, planning for both aspects is essential. This guide will help you navigate the process step by step.
1. Define Your Event Goals and Budget
First, clarify your event’s goals—whether it’s for fundraising, raising awareness, or a celebration. Set a realistic budget that includes venue rental, catering, alcohol service, and other event expenses.
Pro Tip: To ease the upfront cost burden, consider rolling food and staffing costs into the event ticket price. This way, guests pay for their meals in advance, and only drinks are sold during the event.
2. Understanding DC’s Alcohol Licensing Requirements
In Washington, DC, serving alcohol at events comes with specific legal obligations. Nonprofits have two main options for obtaining a license to serve alcohol:
Hire a Licensed Caterer with an ABC License: The simplest way to ensure compliance is to hire a caterer like On The Fly Tapsters, who already holds an Alcoholic Beverage and Cannabis Administration (ABCA) license. This eliminates the need for additional permits.
Apply for a One-Day Liquor License: If your organization prefers to manage the alcohol independently, you can apply for a one-day liquor license through the ABCA. This process typically takes about one to two weeks, so make sure to plan well in advance.
Tip: Most organizations opt for hiring a licensed caterer to avoid the complexity and waiting period of acquiring a one-day license.
3. Book the Venue and Set the Date (6-12 Months in Advance)
Popular venues in DC book up quickly, so secure your event space well in advance. Ensure the venue allows both food and a cash bar and confirm any alcohol service restrictions they may have.
4. Hire Your Caterer and Bartender (4-6 Months in Advance)
Securing a caterer and bartender is a critical step. For nonprofit events in DC, working with a full-service caterer ensures that both food and alcohol are served in compliance with local laws.
It’s important to note that most catering companies will charge for food, staffing, and planning costs upfront. The cash bar will be the only portion of the event where money is collected during the event. Guests pay for their drinks at the bar while food and staffing costs have already been covered through ticket sales or sponsorships.
5. Set Cash Bar Minimums and Profit Sharing
When organizing a cash bar, be aware that most caterers will require the bar to meet a minimum revenue before any profits are shared. If the bar does not reach this minimum, the nonprofit organization will be responsible for covering the difference. This ensures the caterer is compensated for their costs and helps both parties avoid unexpected losses.
6. Plan Your Cash Bar Menu (3 Months in Advance)
Decide on the types of drinks to offer at the cash bar, such as beer, wine, and spirits, or perhaps a custom cocktail for added flair. Be sure to inform your guests ahead of time that they’ll need to purchase their drinks.
Tip: The bar must accept both cash and credit cards for a smoother experience.
7. Promote the Event (2-3 Months in Advance)
Start promoting your event through social media, emails, and outreach efforts. Highlight the fact that there will be a cash bar and explain how the event will support your nonprofit’s mission.
8. Event Day and Wrap-Up
Ensure your caterer and bartenders arrive on time and set up efficiently. On event day, you’ll need enough staff to manage both the food and bar areas. Afterward, follow up with donors, guests, and sponsors to thank them for their support.
Final Thoughts:
Planning a nonprofit event with a cash bar in Washington, DC, can help ease financial strain while providing an enjoyable experience for your guests. By ensuring that both food and alcohol service are compliant with local laws, you can focus on raising funds and building awareness for your cause.
Ready to plan your next nonprofit event? Contact On The Fly Tapsters today to book your catering and bartending services and ensure a smooth, successful event!
