There are a lot of questions you may have when it comes to planning your wedding – especially when looking for bar services. Some are pretty straight-forward, while others are a little less obvious, but are just as important. Most mobile bartending services are happy to answer these questions (if not, red flag alert), so save this post, and reference it when you’re considering your options before booking a beverage vendor, or after to make sure you’re all on the same page.
Unfortunately, many couples or hosts who don’t know to ask these questions, end up forking over more money than they expected, scrambling to get everything they thought was handled ready, wasting time by doing tasks that they paid for but didn’t realize, or have to find a new vendor because the one you originally booked didn’t fit your needs.
In the sake of keeping this as helpful as possible, we left off the VERY obvious questions – but still necessary – like, how much it costs, are they available, do you travel to xyz city, etc., and try to only list questions you probably hadn’t thought of beforehand or at least more detail specific questions.
We also put together an easy downloadable PDF below with a simple checklist below, if you want to save that will be helpful if you are attending any expos, open houses, or tastings. Then come back, and cross-reference your notes or the answers with our breakdown of each question to determine if it’s a red flag, if there are any extra fees to consider, or if they’re a good fit.
Once you’re read through it all, if you’re looking for a mobile bartending service, let’s start the conversation HERE! If you don’t need a mobile bar service, or are already booked with us, be sure to follow us on Instagram and TikTok for cocktail recipes, wedding inspiration, and more tips!
Here’s a quick overview of our go-to questions you probably didn’t think to ask. Click on each or scroll down to know how to interpret each answer or why the question is important
- How many weddings have you worked before – and have been bartending?
- Have you worked at our booked venue before?
- Do you have copies of your MAST Permit and Certificate of Insurance readily-available?
- Do you hire w-2 or 1099 employees – and would you be willing to send proof of employment if the venue asks?
- How much space do you need to set up your bar area comfortably?
- How much time do you typically need to set-up – and is that time extra or added on to the cost?
- Does your set-up require any power?
- Are ice, coolers, cups, straws, cocktail napkins, water stations, etc. included in the pricing listed?
- Can we provide our own alcohol, mixers, and garnishes? Or do you require us to purchase it through you?
- Are there additional needs or fees for XYZ service?
- Do you have a resource for determining alcohol needs, signature cocktail ideas, or bar planning tips?
- Have you ever had to cut anyone off or close the bar down during contracted services?
- What is your back-up plan if you are sick or get injured and can’t work the event?
Q: How many weddings have you worked before – and have been bartending?
This is a VERY important question, and it’s a two-part question and a two-part reason why its a must ask.
- I won’t throw anyone under our bus (no pun intended), but there are many, many mobile bartenders that have never actually, truly bartended before. I know that sounds wild, but it’s very true. Many had a vision, thought it’d be fun, and bought a foldable bar or trailer, and watched a few YouTube videos on popular cocktails or TikToks with “gurus” talking about how “easy” it is to start one and make 6-figures each year in order to sell a how-to program (just search “start a mobile bar” on any social media platform if you don’t believe me), without actual bar training – the most important part for you.
- There are many amazingly talented bartenders out there, that could run circles around most everyone – including me, to be honest – at a bar. Or they have incredibly unique recipes, loads of craft bar knowledge, have worked at busy nightclubs or restaurants, and/or are a lot of fun and their customers love them. I would hire that person any day of the week – whether it be when I was managing a bar or to be on our team. However, just because you’re an amazing bartender, doesn’t mean you can translate that to knowing what it takes in a mobile setting, with 150+ people coming at you at once, and the different approach to serving, mixing drinks, and corraling that many people drinking and celebrating all day – without long lines, lots of waste, or too many overly-intoxicated guests.
AUTHOR INPUT: Neither of these should be deal-breakers, if they haven’t been bartending long, or haven’t worked many weddings – everyone starts somewhere – but just having the transparency lets you know if you’re paying for a premium service or a polished-looking service. Many mobile bartenders have practiced, trained, and studied what it takes to serve a large crowd well. However, once they’re “in the weeds” with guests impatiently crowding the bar, that’s where experience comes in. On the same hand, having loads of bartending experience, but not a lot of experience working large events and weddings, isn’t always a bad thing either. They may have taken their skills and worked a handful as an assistant to learn the tricks and techniques to serve drinks quickly and appropriately in a traditionally more formal setting. However, if you’re comparing multiple companies, experience with weddings should always be considered when deciding. If they don’t have experience, factor in their cost – especially if they offering much cheaper services to gain experience, and if that is something you’re ok with, as long as you know it may go great or it may leave much to be desired in services.
READ HERE ABOUT DIFFERENCES BETWEEN DEDICATED BAR SERVICES & ADD-ONS THROUGH YOUR CATERER
Q: Have you worked at our booked venue before?
This one is definitely not a deal-breaker at all. We love working at new venues, but if a bar services hasn’t worked there before, you both may need to have a more in-depth conversation about where to set-up, load-in procedures, venue rules, etc. that may adjust expectations, what can or can’t be fulfilled, and maybe even cost.
For example, some venues require vendors to take the garbage and recycling off-site when they leave, and most vendors won’t do that for free, or have the means or space needed to load it up and can’t do so if they weren’t planning on it. Or if you hired a really cute VW Bus as your mobile bar or a trailer-style bar, and the reception space can only be accessed by stairs or a really narrow path, you may have to re-think the set-up. Or if vendors can only unload far away from the space they’re setting up at, it will require an earlier arrival to make sure everything can get set-up on time.
We also provide water dispensers and often re-fill at the venue, but if we know we won’t have access to a sink, we have to bring extra.
So checking they know the venue, know the rules, have a better understanding on what to expect, or are willing to game plan a bit more beforehand will really reduce any potential hiccups on the day.
NEED VENUE INSPIRATION? CHECK OUT SOME FAVORITES!
Q: Do you have copies of your MAST Permit and Certificate of Insurance readily-available?
You don’t need to see a copy or do they need to have the copies on-hand when inquiring, but at least something that can be easily accessible for when the venue asks for the copies is a must. Ask any venue or coordinator, one of the hardest things to get done – in regards to coordinating vendors – is get copies of the insurance, permits, etc. which in-turn gets passed on to a “you” problem.
Not to mention, out of approximately 100-150 weddings and events we do every year, about 10% of those are from last-minute bookings because the bar service a client or couple hired didn’t have copies of their insurance or permits available (aka didn’t have them at all or were expired) and they had to scramble to find a last-minute bartender to fill in that had the proper documentation the venue requires. Sometimes even on the morning of the wedding!
Keep it simple, “My venue requires copies of your MAST Permit (bartender license – or whatever your state calls them if outside of Washington State) and Certificate of Insurance. Would you be willing to share copies within 15-days of officially booking or 60-days before the event (whichever you feel comfortable with)?” Then make a note to follow-up if they don’t send it by deadline and hold them accountable.
Of course, that’s not to say you have to be a hard-nose and nag them because we all get busy, and things slip through the cracks, but sometimes a gentle reminder is what’s needed, but will save your butt so you don’t get burned.
Even if your venue is one of the very few that don’t require these documents, it’s still not a bad idea to ask, because someone with a license and insurance has invested in their company, their brand, and reputation has more to lose by ghosting you, not caring about your review, or provide sub-par service.
Q: Do you hire w-2 or 1099 employees – and would you be willing to send proof of employment if the venue asks?
This is a RED FLAG moment. If there will be other employees on-site, and they only hire 1099 independent contractors and not w-2 employees, this means they pay their bartenders “under the table” and are not actually employees. One of the biggest reasons legit companies are more expensive is because they have to pay for insurance. Alcohol is a controlled-substance and can kill people – as fun as it can be, it isn’t something to be taken lightly. If the company only hires 1099 employees, they are 99.9% NOT INSURED (read more about that HERE) even if they think they are. So, if damages or injuries happen due to alcohol or the bar service, i.e. someone falls from spilled ice, the bartender accidentally breaks the window while packing up, or someone gets in a car accident, YOU are likely going to be held financially responsible since the company’s insurance doesn’t cover 1099 “employees.” If they won’t or can’t prove they employ w-2 employees, the insurance they are paying for and in-turn are charging you for, is worthless – even if they think they’re covered.
HERE IS HOW TO KNOW IF YOUR VENDOR IS COVERED!
Q: How much space do you need to set up your bar area comfortably?
This one is pretty straight-forward. It typically only applies if the venue doesn’t have a bar fixture, or you’ll be using another bar. Whether using a traditional bar set-up or one of the mobile bar trailers, you need to make sure they can fit into a space. If using a trailer or similar vehicle-style bar, make sure they can not only fit into the space, but how much clearance they’d need to get in and out of the space.
A rule-of-thumb when planning for space of a traditional bar set-up is 10-feet by 10-feet for the bar tables, coolers, supplies, etc. Obviously larger bars will need more room, and often you can get away with less room, but that is typically a safe guess. Then just make sure there is a clear area on the “guest” side where they will gather or line-up appropriate to the guest count. You don’t want guests to be knocking into tables or causing traffic jams that will slow-down service if it’s a struggle just to get to the bar or away after being served.
Q: How much time do you typically need to set-up – and is that time extra or added on to the cost?
This is a great question for three reasons. Some mobile bartenders include the set-up and clean-up time in the overall rate quoted, while others add a charge on for their required time. Another reason is that some venues limit the time for vendors to access the property. For example, if you and vendors don’t have access to the venue for set-up until 3:00pm, and the bar needs 2-hours of set-up, you can’t start the event at 4:30pm.
Keep in mind, if you’re using a bar that requires setting up, using true glassware, insisting on multiple bar locations, or have a large guest count, more set-up time is often needed.
Q: Does your set-up require any power?
Pretty standard question, but rarely asked. This one mostly applies if you’re inquiring with a mobile bar trailer, pop-up, or VW bus – but also if you have a satellite bar that has lights, or there’ll be coffee makers, slushie machines, etc.
Some bars and supplies require power, so you need to make sure you have the correct wattage available and nearby. Many do not require power at all, so no additional steps needed.
Finally, some require power, but have a generator if they can’t be near a power source or the venue doesn’t have a designated power source for them which may overload the breaker. If that’s the case, knowing ahead of time, will make sure they have it ready to go. Also, keep in mind, generators, even more quiet ones still emit a buzz – so make sure that’s something you’re ok with if the vendor needs power, but doesn’t have the needed power source through the venue.
Q: Are ice, coolers, cups, straws, cocktail napkins, water stations, etc. included?
This is a big one that many clients and couples get tricked on. Not intentionally tricked at all. Every bar service will tell you if they do or not, and often note it all when you get a more detailed price quote. What I mean by “get tricked on” is that couples will see brochures and websites for two different companies – one is half the price – but the cheaper company ALSO has great reviews, have worked lots of weddings, and is also referred by venues and other vendors, so it appears they’re both great considerations but one is twice the price, so the average person would lean towards the less expensive option for the same value, right?
Here’s the unintentional “trick” that couples pull on themselves; you are going to need all of those things, obviously. Some bar services include all those things with services, and some either do not at all, or it is an add-on and more money. How much is usually depending on the guest count, service time, etc.
We are ones that include all the bar tools, supplies, and non-alcoholic beverage stations, so often our prices appear much higher than some others. We feel it is just something that will obviously be needed, and instead of adding extra costs, we just include it in our services and rates since you have enough to handle. Now, again, if a company or bartender doesn’t provide those things, that’s shouldn’t be a deal breaker, just something to consider when initially seeing the general costs, and if that is something you’re ok with handling yourself or if you want someone to do it for you.
Q: Can we provide our own alcohol, mixers, and garnishes? Or do you require us to purchase it through you?
Some mobile bars are “dry hires” where you provide the alcohol and some provide the alcohol. Some of those licensed to sell alcohol require you to purchase it through them (whether that be per drink like at a traditional restaurant bill, or whole bottles like at a liquor store), while some of those allow you to purchase it through them or provide it yourself. It all depends on the license they hold – or don’t hold – and their company policy.
Same applies to the mixers and garnishes. Some mobile bars include mixers and garnish with services and charge you accordingly bulked together, some require you to provide it yourself, and some offer it as an extra add-on like the ice, cups, etc. listed above.
Q: Are there additional needs or fees for XYZ service?
There are a lot of trends that can either be a lot of fun, or disastrous. At the end of the day, it’s your call to do what you want to do. However, making sure your team is properly set-up, prepared, and have the ability to help fulfill your vision is key.
Some services can’t always be done in every scenario, and some require a lot more work or supplies, so checking beforehand and not just assuming everything can be done will give all parties plenty of time to consider all options, and provide the proper staffing and equipment.
A few common ones that often require additional staffing, set-up time, supplies, or notice include:
- Champagne Towers and/or Champagne Walls
- Passed Toast vs. Drink-in-Hand (or no toast at all)
- Full Bar vs. Signature Cocktails Only
- Beer & Wine Only vs. Beer, Wine, & Liquor/Cocktails
- Using True Glassware vs. Disposable Cups
- Additional Non-Alcoholic Options
- Bar Upgrades (the bar itself)
Again, it’s your event, so do what you want – no matter if we strongly suggest not doing a tower or a full bar – but you can’t expect to have a tower set-up right before speeches if you only have one Bartender that will either have to close the bar down to set it up or arrive much earlier to set it up in addition to the standard bar needs – all for free.
Remember, not all mobile bars include a bar set-up (the bar itself). Some require you to rent or provide one from a rental company, require the use of the in-house bar, or provide a basic set-up but have upgrades available.
Q: Do you have a resource for determining alcohol needs, signature cocktail ideas, or bar planning tips?
Not every mobile bar or caterer will have this feature, while many do. If they have a thorough one – especially if they built the platform themselves and not just a kit found online – it’ll save you a LOT of money. So spending an extra hundred dollars on their services may be worth it in order to save a few hundred to cut down on waste and needless spending, since they know how much you’re likely going to need, what are popular items, some budget-friendly brands that are comparable to costlier options, what will likely go unused and tossed, and where are the best places to get what you need (it’s not always Costco, even speaking as a Costco lover).
Then, just getting input on signature cocktails ideas – whether you use their suggestions exactly as given or use them as inspiration with a few adjustments to fit your preferences – they’ll likely be popular, can be made quickly, and work in a mobile setting since they likely are going to suggest ones that fit all those requirements.
TIPS ON HOW TO STAY UNDER BUDGET: BAR EDITION
Q: Have you ever had to cut anyone off or close the bar down during contracted services?
This one is hard. Even for us. The reality is, as noted before, alcohol is a controlled substance, and although meant to be a celebration, it can turn into a catastrophe if not handled properly. Some bar services take that fact way too lightly and some others are a little too militant about it. Finding one who is experienced to recognize potential issues before they come up and take steps to prevent it turning into an issue, or are comfortable finding a solution and resolve them with balance is key.
We train our staff, and advise clients when they ask, how to handle these common situations in a responsible way that lets everyone have fun, everyone stays safe, and also follows the law and venue rules.
If they get clearly uncomfortable, hesitate, or don’t have a solid answer, they are usually one that is quick-triggered to shut the bar down, and in-turn you paid for a bar service, but now can’t have alcohol served. If they say, “Hey, everyone is here to have a good time, so as long as they have a ride home, it’s ok” then they’re someone who probably takes it too lightly. They may have a ride, but that ride isn’t preventing them from breaking their head when they fall, or clean up the barf on the dancefloor.
Obviously, there are times when bars need to be closed – typically due to guests not obeying laws (sneaking in alcohol, sneaking alcohol to people who are cut-off, or underage consumption) after fair warning – or a specific guest needs to be cut-off, but hopefully that can be prevented.
Q: What is your back-up plan if you are sick or get injured and can’t work the event?
Life, sickness, and emergencies happen. Unlike at a regular job, wedding vendors can’t really call in sick. Respectable vendors will always have a back-up plan. In terms of the bar services, is it just one person? Do they have employees that can step in?
If you’re a part of any Facebook wedding group, you’ve seen the inevitable, “Help, my bartender canceled this morning because they’re sick and the venue says I can’t have alcohol without a licensed bartender.” That usually only happens to clients who hire a freelance bartender (a solo person from Thumbtack or a friend from the local pub, for example), since they don’t have employees or multiple owners to cover the shift. If they have employees, a company will almost always just handle it all behind-the-scenes and cover the shift.
Conclusion:
We hope you found these helpful, and as always, we’re happy to help guide you – even if not in our area – on how to make sure you’re getting a quality bar service for your budget.
DOWNLOAD our Questions Checklist just BELOW to save to your phone or print out next time you attend an Open House, Wedding Show, or just need a refresher as you start emailing vendors.
Questions To Ask BEFORE Booking:
DOWNLOAD PDF HERE
If you’re in need of a mobile bartending service, let’s start the conversation HERE!
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