Plan the bar for your year-end function

The organiser's job

Planning the bar for a year-end function usually falls to one person who is already running the rest of the event. The work that matters is deciding who pays for the drinks, estimating the crowd, agreeing the menu and service window, confirming the trailer can reach the setup spot, and handing over whatever the venue asks of its suppliers. Get those right and the bar stops being a problem on the night.

The drinks-budget choice is the biggest lever. A Hosted Bar treats every guest equally on a fixed per-guest rate (minimum 50 guests); a Drinks Tab caps the company's spend at a prepaid amount and switches to a Cash Bar when the tab runs out; a Cash Bar leaves the company with a setup fee only and lets guests buy their own. You can see the live rates for each on our Packages & Prices page.

A planning sequence, not a licence timetable

Work through these in order. They are the choices that change the quote — not a guaranteed licensing schedule.

Menu, soft drinks and extras

On a Hosted Bar the agreed menu is Standard or Premium: Standard covers beer, cider, house wine, house spirits and soft drinks; Premium adds premium spirits, sparkling wine and draught on the flagship. Tell us any soft-drink preferences and we'll reflect them in the quote. A 3-signature-cocktail menu is a separately priced add-on — a setup fee plus per-drink charges — not included by default. Branded cups and a custom menu board are quote-based options on the rig, not full vehicle wraps or guaranteed corporate supplier credentials.

Supplier handover and access

Many venues ask suppliers for documents — an access form, supplier registration, or proof of responsible-service arrangements. Gather what you have and send it with the request; we'll confirm what else is needed. On access, both rigs are towed dual-axle trailers that run on their own solar, lithium battery and generator backup, so the venue doesn't need to supply a plug point. What we do need is a passable route for the trailer, roughly 8m × 4m of level, firm ground (a planning allowance, not a certified dimension), and a clear setup position. Off-grid power is not a licence, a weather guarantee, or a promise of silent operation when the generator runs.

Responsible service on the night

We don't serve under-18s or visibly intoxicated guests, and we may stop or move service if conditions become unsafe. Build that into the run sheet: a clear service window, a venue contact who is reachable on the day, and an agreed end time help the bar close cleanly. If your finance team needs invoicing, payment terms or a purchase-order reference, list those in the request and we'll confirm what we can meet — we don't promise VAT registration, a specific invoice format or PO acceptance before the details are agreed.

Your organiser checklist

Tick what you can confirm. Nothing here is sent anywhere — these are your notes. When you're ready, use the details below to request a quote.

Tip: use your browser's print option to take this checklist to a planning meeting.