It starts with planning Pre party – Set a date, time, location, and guest list. Set a budget, determine a theme and set a timeline. Day of the party- Work from a schedule to keep you focused

· 12 ounce glasses are recommended for mixed drinks, beer and soft drinks no matter what the type of event. It gives the guest a reasonable portion and decreases the number of times a guest will return for a refill.
· Using skimpy glass sizes not only looks cheap, it also increases congestion at the bar areas and glassware usage. Using a glass larger than 12 ounces, especially in warm weather, will create waste since the ice will melt or the product will warm before it is consumed, adding to wasted glassware and product.
· Wine should be served in 6 ounce glasses with a 4.5 to 5 ounce portion for the same reasons.
· Your planning information should include, number of guests, number of male / female guests, number and ages of children, time of day (lunch vs. dinner), season and weather (outside and hot means a higher beverage consumption.)

The 1st 2 hours of an event – guests consume the most. You can save money on your beverages by interrupting the peak consumption period by scheduling dinner to be served within that period of time or by scheduling some other activity to take place, i.e. a presentation, etc.
· You can cut back on consumption by: Passing hors d'oeuvres instead of placing them on a table, using napkins instead of plates.
· If your event is scheduled to last for 4 or more hours and you want to offer a full bar, consider offering the beverages in stages to save money. For example offer only complimentary beer, wine and soft drinks until after dinner, you establish a consumption trend for the lower cost selections. If mixed drinks are added to the complimentary beverage selections after dinner many people will not switch to mixed drinks but will continue lower cost per portion beverages.

Champagne (even the cheap stuff) has the highest cost per portion of just about anything that can be served. It is more than a mixed drink on an actual cost per portion basis. Consider limiting the service time of champagne or using it only for a toast rather than serving it for the entire event unless money is no object.

Purchase your product from a liquor store that will allow return and refund, or take back and credit, for your unopened product. That way you can be stocked to ensure that you do not run out of any product selection and minimize leftover cost. ( In most cases bottled beer cannot be returned due to potential product damage from chilling and warming. Wine may not be returnable if labels are damaged by moisture)

Consider canned soft drinks rather than 2-liter bottles or pop dispensers. They are easier to handle and the leftover product can be used later.

Disposable Glassware costs significantly less to use disposable plasticware rather than actual glassware when considering the cost per unit and the cost of loss and breakage. Clear plastic is preferred (exception-picnics) Plastic requires less storage space and the unused full packs of plastic glassware can be returned after your event. (You get charged for the glassware whether you use them or not...) If you rent real champagne glasses, consider using standard champagne glasses (flats) as flutes tip, spill, and break very easily.

When comparing prices, compare apples to apples. Rather than comparing total cost estimates (based on a cost per guest) compare the cost per drink, or per bottle, case, or keg. Be sure the associated costs are clearly outlined. Do the prices include tax, delivery, and gratuity? Consider the number of minors attending, especially when comparing prices that are based on a flat cost per guest. For example, if you are hosting the beverage service for 100 guests @$8.50 per person and there are 10 children in the group you are actually paying $9.44 per adult for beverage service.

For a party of 50 or more guests, you may want to hire a professional bartender rather than having a friend or Uncle Jack provide the bartending. An experienced bartender will usually pay for him/herself. Based on full bar service of 100 guests, an bartender can save you an average of $18.00 per hour in product costs, waste, will know enough not to open every bottle in sight, and will provide a higher quality of service for your guests. If service is a full bar, a ration of 1 to 50 should provide efficient service. For beer, wine and soft drinks a ratio of 1 to 75 should be adequate

· The size of the room, number of guests, and traffic flow are the considerations when you decide where you place your beverage service area. Place the beverages away from the entryway. Food and beverage areas should also be separated to minimize congestion and create traffic flow throughout the room.

SAFETY Consider that most people cannot drink unlimited quantities of alcoholic beverages for a long period time. When an event will last more than 4 hours consider a staging option which will shift some of the consumption from hard liquor. Consider a cooling down period for the last 1/2 hour where only Non alcoholic beverages are served.

LEGAL STUFF While consumption of alcohol, by minors, is acceptable in some family circles, it is still illegal in most states unless in the home of the parent or guardian. From a liability standpoint there is little or no liability in many states when alcohol is served to guests
UNLESS THERE IS A CHARGE FOR THE ALCOHOL
OR UNLESS AN ILLEGAL ACT (serving minors) HAS OCCURRED.

Most homeowner's policies contain "Host Liquor Liability" coverage. This coverage can normally be extended to cover a wedding or other private event held at another location rather than having to purchase coverage specifically for the event. If in doubt contact your agent and ask about "Host Liquor Liability" coverage, (NOT "Dram Shop" which is coverage specifically for commercial sales of liquor.)
If you are planning to charge money for alcoholic beverages, i.e.sales of tickets to be exchanged for drinks, a cover charge, etc. it may be considered a commercial sale which "Host Liquor Liability" coverage will not cover. If you have hired a licensed beverage service provide a cash bar or if your event is being held in a facility that provides cash bars, their "dram shop" liquor liability insurance should cover the liability of service of alcoholic beverages. But, check local regulations pertaining to "cash bars" to be certain you are in compliance with the laws unless the event is being held in a liquor licensed facility.