The Importance of an Accurate Headcount When Planning the Bar Portion of Your Event
When planning the bar service for your event, an accurate headcount is crucial to ensure that everything runs smoothly and all guests are taken care of. It might seem easy to provide just the number of drinkers, but excluding kids, designated drivers, or other non-drinkers from the total count can create unexpected shortages or overlooked needs. The bar isn't just about alcoholic beverages; it also caters to guests who prefer mocktails, sodas, water, or other non-alcoholic options. Here’s why providing a comprehensive headcount, along with the number of alcohol consumers, is essential.
1. Don’t Exclude Kids or Non-Drinkers
The bar isn’t just for those who consume alcohol; it also provides refreshments for everyone, including kids and non-drinkers. Bartenders can craft a variety of non-alcoholic drinks, such as mocktails, sodas, and flavored waters, which can be just as exciting and refreshing as alcoholic cocktails. Having an accurate headcount ensures that the bartenders can stock enough ingredients to cater to all guests, regardless of whether they are consuming alcohol. This approach creates a more inclusive atmosphere, where everyone feels considered and has a beverage option that suits their preference.
2. Managing Alcohol Purchases Separately
While it’s important to provide the total headcount, you can still report the number of alcohol drinkers separately for purchasing purposes. This method helps in determining the appropriate amount of alcoholic beverages to buy while ensuring there is a wide selection of non-alcoholic options available. By separating the alcohol-specific count from the overall headcount, you can better manage the budget for alcohol while still accommodating everyone’s needs. This strategy avoids over-purchasing alcohol and ensures your money is well-spent on other options, such as mocktails and specialty sodas.
3. Running Out Is Not an Option
The last thing you want at your event is to run out of drinks. A shortage can lead to dissatisfied guests and a scramble to find more supplies. Providing an accurate headcount helps ensure that the bartenders have enough stock to last throughout the event. By accounting for all guests, including those who may not be drinking alcohol, you can avoid shortages of non-alcoholic beverages such as soda, water, or juice. Additionally, having a reliable count allows the bartenders to prepare enough glassware, garnishes, and ice for the entire event.
4. Ask the Right Questions When Booking
When booking a bar service package, it’s essential to ask questions to understand what is included. For instance, does the mixer package include sodas for general consumption, or are they strictly for mixing cocktails? What about water – will it be provided for the entire guest list or just those at the bar? By clarifying these details, you can avoid any unexpected limitations and ensure you have enough refreshments for all guests. Clear communication with your bar service provider is key to ensuring that nothing is overlooked.
5. Enhance the Guest Experience with Non-Alcoholic Options
Offering a variety of non-alcoholic beverages is a great way to elevate the guest experience. Mocktails can be crafted to fit your event's theme, and adding a signature non-alcoholic drink to the menu can make kids and non-drinkers feel included in the celebration. Providing these options also reduces the pressure on guests who may feel obligated to consume alcohol. Planning based on a full headcount, including non-drinkers, ensures that everyone has a pleasant experience.
Final Thoughts
Accurate planning is the foundation of a successful event, and providing an exact headcount for the bar portion is a critical step. While separating the number of alcohol drinkers for purchasing purposes is acceptable, including everyone in the overall count ensures a more inclusive approach to refreshments. Don't forget to ask the right questions when booking your bar service to understand what is covered, including the availability of soda and water for general consumption.
Remember, running out of anything at your event is not an option, and the key to avoiding that is thorough planning. So, take the time to get an accurate headcount and set your event up for success!
Ready to plan the perfect bar service for your event? Contact On The Fly Tapsters today to discuss your needs and ensure no guest is left without a refreshing drink. Let us help you make your event unforgettable with expertly crafted cocktails and mocktails for all!
