Why Alcohol Planning Matters at Any Event

Running out of drinks is every host’s worst nightmare—and overbuying can be just as costly. with us you will learn How to Calculate Alcohol Needs for Any Event Whether you're planning a rooftop cocktail hour or a black-tie fundraiser, knowing how much alcohol to serve is key to keeping guests happy and your budget on track.

At NY Green Apple, we take a practical, guest-focused approach to bar service. Our bar catering services in NYC are designed to scale for any event size, style, or setup—so no glass goes empty, and nothing goes to waste.

The Standard Formula for Alcohol Per Guest

As a starting point, most caterers use this golden rule:
1 drink per guest per hour, with a bonus drink during the first hour when guests are most eager to grab a beverage.

So for a 4-hour event with 100 guests, plan for:

• 500 total drinks (100 guests × 1.25 drinks/hour × 4 hours)

This gives you a safe buffer without going overboard. Of course, the formula shifts depending on your crowd, menu, and vibe—more on that below.

Breaking It Down: Wine, Beer, and Spirits

Once you know your total drink count, the next step is dividing it up by type. Here’s a common starting ratio:

• Wine: 50% of total drinks (especially popular at dinners and formal events)
• Beer: 30% (great for casual celebrations or day events)
• Spirits/Cocktails: 20% (stronger drinks = slower sipping)

Of course, this changes if you're only offering beer and wine, or if a signature cocktail is on the menu. Want help choosing the right balance? Start with our guide on planning alcohol service for events.

Event Factors That Affect Alcohol Needs

No two events drink the same. These variables can help you fine-tune your quantities:

• Time of Day: Afternoon events tend to have lighter drinkers than evening galas.
• Day of the Week: Thursday cocktail hour? Heavier pours. Sunday brunch? Keep it light.
• Guest Demographics: Younger crowds may lean toward beer and cocktails. Older guests may sip wine.
• Season: Lighter, colder drinks (like spritzers) are more popular in summer.

Planning a mixed crowd? Offer variety, but keep the menu focused to control inventory. Learn more about managing styles, storage, and serving in our beer styles, storage, and serving guide.

Don’t Forget About Ice, Mixers, and Setup

Alcohol is just one part of a well-executed bar. You’ll also need plenty of:

• Ice (1–2 lbs per person for chilling + shaking)
• Mixers (tonic, soda, juices, bitters)
• Citrus and garnishes
• Glassware or compostable drinkware

The size and type of bar you choose also affects how much you’ll serve. Consider reviewing our guide to understanding bar package pricing for tips on how setup can impact alcohol volume, costs, and staff planning.

Smart Menu Planning = Less Waste

One of the best ways to avoid overspending is to curate a thoughtful drink menu. Limiting the number of available options helps streamline prep and ensures faster service. Instead of offering six types of liquor, consider choosing one or two crowd-pleasers.

Signature cocktails are also a great way to control pour costs while adding personality to your event. We often recommend pairing a custom cocktail with wine and beer only—it’s simple, stylish, and effective.

If you're not sure where to start, explore our wine varietals for every guest to build a drink list that appeals to all tastes without creating a storage nightmare.

Bar Staff, Service Style & Guest Flow

More bartenders = better pacing and smoother service—but it also means guests are served more quickly, which can increase consumption.

As a general rule:

• 1 bartender per 50–75 guests is ideal for standard service
• For high-end cocktail bars or multiple stations, add more staff

Want your team to be trained in proper pour techniques? Check out our trusted tips on cocktail techniques to know for consistent, elegant service at every event.

Sustainable Alcohol Planning

Eco-conscious events aren’t just about compostable straws—they start with smart supply planning. Every bottle left unopened, every glass unused, is part of your event footprint.

We help our clients reduce waste by:

• Recommending focused drink menus
• Tracking drink counts in real time
• Offering compostable or reusable barware

Explore how we handle green service behind the bar through the key policies for serving alcohol responsibly and sustainably.

Real-World Example: A 100-Guest Event Breakdown

Here’s what we’d typically recommend for a 4-hour, 100-guest event with a mixed drink menu:

Drink Type	Suggested Quantity
Wine	25 bottles red, 25 bottles white (5 glasses per bottle)
Beer	150 bottles/cans (approx. 1.5 per guest)
Spirits	10 bottles total (vodka, whiskey, gin, tequila)
Mixers & Ice	10 mixers per bottle of spirits + 150 lbs of ice

Pro tip: Have a few cases of sparkling water or non-alcoholic options on hand. They’re often the first to go, especially at summer events or wellness-focused gatherings.

Ready to Build the Perfect Bar?

Planning alcohol service doesn’t have to be a guessing game. Whether you’re hosting a micro-wedding or a corporate holiday bash, we’ll help you design the perfect bar setup—from inventory to staff to glassware.

Our team will guide you through every step, including how to stock a full-service bar, choose popular options, and stay on budget. Want to see what’s trending? Don’t miss our latest picks for popular cocktails for crowds.

Get Started With a Custom Plan

Let us help you calculate, customize, and cater with confidence. Visit our catering proposal request page and tell us about your event. We’ll handle the rest—from the first bottle to the last toast.