Weddings are expensive. And in other breaking news, water is wet.
But seriously, we all know that weddings can be expensive. Whether you are hosting a simple backyard wedding on your property or something that’d rival a royal wedding.
We’re here to help you get closer to that royal wedding vision but closer to a backyard budget. No matter your budget, here are 5 things I would NOT spend my money on when it comes to the bar at a wedding, if I were the one paying for it all.
Before we start, weddings aren’t expensive because of some “wedding tax.” There is a lot more detail that goes into them, more planning, more urgency, more pressure to execute perfectly, and more work for many vendors – more than your standard event, most times – and that often reflects on pricing.
With that said, we personally don’t charge extra for a standard event versus a wedding, but either way, when planning a wedding and hire your vendors, be honest with them so they can prepare accordingly AND give you the resources you need to make it a successful day, which you may not get if you aren’t honest. This isn’t a post from a TikTok “Expert” telling you to cut costs by tricking your vendors.
Now, where was I? Oh yeah, weddings can be expensive. However, they can be LESS expensive if you plan properly and use the resources at-hand. Your vendor team is going to be able to help you along the way. Before planning your budget and what you’ll spend on each portion or category (i.e. dress, invitations, flowers, dinner, signage, alcohol, etc.), get a few quotes first, see what is realistic for your vision. Don’t set your overall budget, and then just start spending. Often, in regards to hiring a bar, we’ll see couples spend $20,000 on flowers and then wonder why they can’t find a Bartender for $300, or why the friend they hired flaked out last-minute because he picked up a shift at the local Applebee’s. Setting real expectations and adjusting so the overall vision fits your budget is the most important thing. And remember, Pinterest, Instagram, magazines, etc. are often not real or well out of 99% of people’s budget.
As you start planning your bar, keep these 5 Cost-Cutting Tips in mind, and remember, if you found these helpful, follow us on Instagram where we show real weddings, real tips, and bar planning resources – along with the occasional styled-shoot used for inspiration. Not to mention, subscribe to our blog as we will be posting, “6 Things I WOULD Spend My Money On” very soon.
1. A FULL BAR
If you’re providing the alcohol yourself through a dry hire mobile bar service, when it comes to the menu, two well-chosen signature cocktails, three beer options (one light, one hoppy, and one seasonal or seltzer/cider option), a red wine, white wine, and a rosé will be plenty. Too much variety causes tons of waste, needless spending, and longer lines.
Cost-cutting aside, how does a full bar cause longer lines? When you have a full bar menu or at least multiple options, the bar team can’t really pre or pre-batch cocktails, so each guest will have to read the menu or ask what’s available, think about what sounds best, the Bartender will then have to pour each ingredient, shake the cocktails individually, and serve it to that one guest. That may take 20-30 seconds. No big deal right? Take that 30-seconds and multiply it by 100 people. Those poor guests near the back that just had to wait at least 30-minutes in line to get a cocktail. Then they guests at the front, saw how long it took for the back so they just get back in line so they can have another drink by the time they finish their first one. Sounds like a lot of fun for everyone. Such a wonderful reception….waiting in line half the time.
With 2-3 Signature Cocktails, the bar can prep and pour a good portion of the cocktails for guests to just grab-and-go during that initial post-ceremony rush and the bar team can replenish each option as they start to get lower, so they’re still staying fresh but not requiring long lines or “option overload.”
FUN FACT: Did you know, even if you have a full menu, about 90% (or more) of the cocktails ordered are the featured signature cocktails? The rest of the ingredients you thought you needed “just in case” get tossed. I’m sure all your relatives would rather you dump hundreds of dollars down the drain instead of extending your honeymoon by a day anyway.
2. CHAMPAGNE TOAST
Now, if it were JUST me drinking, I would NOT cut this, since I love bubbles of all variety. However, it is definitely a big ticket item and service that often gets wasted.
You definitely need a drink for toasts – alcoholic or non-alcoholic – but opting for a drink-in-hand toast will eliminate the need for dozens of champagne bottles and individual pours that will be passed out to each guest, when instead, they can just toast and cheers to their drink of choice.
In addition to the extra bottles, you will need extra flutes or cups, staffing to pass it out, ice buckets and ice to chill it, and there is usually a surcharge to cover those needs. No extra costs for a drink-in-hand toast, since it’s something they have already.
If you’re unfamiliar with the term “drink-in-hand,” it is when the DJ, MC, or Coordinator make an announcement to guests that toasts and speeches will begin soon (say 15-minutes, for example) and to refresh their drink at the bar, so they can toast with their drink of choice.
FUN FACT: After the toasts, on average, half of the glasses are mostly-full and are dumped by the Bussers after the speeches are over. Money, literally down the drain.
HOW ABOUT BOTH? If you still want bubbles, have it available as an option on the menu, for those who want it, but letting guests (or you) choose what they want is a big cost-cutting tip.
3. MULTIPLE BAR LOCATIONS
If I had to choose only ONE of these tips to follow, it’d be this one, 100%.
Planners and Venues often innocently suggest multiple locations – whether that is trying to move locations after cocktail hour (aka the BUSIEST part of the night for drinks) or having multiple locations to “speed up lines.” It takes a lot of work setting up one location, and doubling that requires additional staff, supplies, ingredients, and time. Double the supplies, staffing, and set-up time almost always equals double the cost.
Multiple locations at one time also means dividing the staff. Imagine if one bar is busy and the other isn’t (which is almost always the case), the Bartender can’t just abandon their bar station to go help the other bar. But with one large bar, they can work together as a team to speed up any potential lines or slow-downs. So, for multiple locations at one time, you spent twice the money, but got longer lines OR double the staff which is just another check to write.
The other part is moving bar locations during the busiest time causes confusion and frustration for guests (What do you mean, you are closing the bar? The party just started.”) in order to move to another area. Imagine telling the DJ right after they got the dancefloor full and the guests are energized, that it’s time to move to another room – equipment and all. Or the Caterer to move in the middle of cooking dinner for 150 guests. Would you expect quality results or a rushed and sub-par meal or dancefloor? The same applies to the bar. It can be done, but it’ll double costs in order to have the additional staffing, supplies, ingredients, signage, or result in sub-par services if they are expected to not only move locations but also carry everything to the new location, set it all up again, and be ready to serve at the snap of a finger.
What you can do is find a central location for the bar, if you are moving from one area to the next during portions of the evening, so it is nearby. Then, if you want guests to explore the different areas of the venue, make signage suggesting a tour of the garden or put out cocktail tables and games in different areas.
4. SPECIALTY GLASSWARE
This is one that I see all too often. The need to have specialty glassware. Choose glassware that can be used for multiple offerings. If you have to rent and bring in different glasses for each cocktail, each wine variety, and beer styles, you just added hundreds to your spending.
Opt for a wine glass appropriate for both red and white. A fun cocktail glass that fits both seasonal cocktails for your setting – typically a highball or old-fashioned glass (11-14 ounces is ideal). And consider serving beers in the bottle or standard pint. Save the specialty styles for the restaurants and bars.
5. BAR TOOLS & SUPPLIES
We get it, sometimes you think it’ll be best to hire the cheapest, hiring a buddy that works at the local pub, or just PIY’ing it (Guests Pour-it-Yourself). However, when you start adding all the supplies you’ll need, all the prep work you’ll be doing, and also figuring it all out yourself instead of having an experienced bar help you know how to cut costs – it ends up being very similar in cost OR at minimum, adds 20 more things to your never-ending “to-do” list.
Hire a bartending service that provides everything for you.
This one may not save you a ton of money because the bar services who don’t provide everything are often cheaper, but saving money to spend more money on supplies and needless ingredients, when you could just hire someone to handle it all for you or help you along the way, is an easy way to reduce your stress, eliminate another to-do list, and can guarantee they have everything they need and process they prefer to use. Bar supplies aren’t cheap, so saving that money on the no-frills bartender will start to add up when you now have to buy all the supplies.
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THANK YOU TO ALL THE VENDORS INVOLVED IN THESE PHOTOS:
Photography: @elissapurdinphoto
Content Creator @pinkypromisemoments
Design & Concept: @apevent.co
Floral Design & Concept: @art.istryinbloom
Venue: @stellarhomespnw @willowandvineretreat
Bar: @kitsapbartendingservices
Custom Art Vending Machine: @quarterkeepsakes
Rentals: @americanpartyplace
Chairs: @magnoliarentals
Cake: @littlebananabakery
Stationery: @annettenicolepaperco
Hair: @alxandravictoria_
Makeup: @raquelalbabeauty
Models: @wintren112 & @bassh_hhhh
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