You've picked the perfect venue, and now it’s time to set the stage for everything else: seating, menu, photo-booth, decor, and entertainment. But let’s face it, not everyone has an unlimited budget, so event planning is all about finding the right balance between what you want and what you can afford. A better menu vs. hiring a DJ? Cocktails for your guests vs. a photobooth? It’s all about those trade-offs.
First off, you probably already know your fixed venue costs, like hire, cleaning, and security. Now, let’s move on to the first big-ticket item - you guessed it, alcohol!
Step 1: Guest Count & Event Duration
The first step is to figure out your guest count and the length of your event. Naturally, the longer the event, the more drinks you'll need to budget for. At VYC, our events typically run for 5.5 hours. Based on our experience, this feels like a natural course. We do offer the option to extend the time, but in most cases, that last extra hour is just for a few die-hard partygoers.
Even during a 5.5-hour event, the peak drinking happens in the first 2 hours, then starts to taper off.
At VYC we have created a drinks calculator to help guide you.
Step 2: Average Number of Drinks Per Person Per Hour
There’s a general industry rule: 1.25 drinks per person per hour. Before you take that number as gospel, think about your crowd. Are they light or heavy drinkers?
As a guideline:
Older guests (e.g., 50-year-olds) tend to drink more than younger ones.
Corporate events usually consume less than private or staff parties.
Cultural and religious factors also play a role; some guests may not drink at all.
Here's a quick breakdown based on our data:
Lowest Record to Date: 0.46 drinks/hour
Light Drinkers: 0.6 - 0.89 drinks/hour
Medium Drinkers: 0.9 - 1.25 drinks/hour
High Frivolity: 1.26 - 1.6 drinks/hour
Highest Record to Date: 2.84 drinks/hour
To estimate your total drinks:Guest count × Event duration × Estimated drinks per person per hour = Total drinks needed.
For example, if you have 50 guests for a 4-hour event with medium-to-heavy drinking (about 1.3 drinks/hour), that’s approximately 260 drinks.
Step 3: Average Cost of an Alcoholic Drink
Check the drinks menu at your venue to work out the average cost of various drinks (beer, cider, spirits, wine, cocktails). If you're hosting at home, use a local liquor store’s website to estimate costs.
Once you have the average cost, multiply it by your total drinks to estimate your bar tab. For instance, if the average drink is $12, then for the example above (260 drinks), your bar tab would be roughly $3,120.
Bar Budget Options
This is where the budgeting decisions come in. Most venues offer several options for setting up the bar:
Full Bar: If budget isn’t an issue, let your guests pick anything they want! But usually, a bar tab limit is more realistic.
Exclude Expensive Drinks: Cut out cocktails or premium spirits to lower the average cost per drink and, in turn, your total spend.
Subsidised Drinks: Some venues let you split the cost with your guests. At VYC, we offer a 50/50 option.
Cash Bar: Guests buy their own drinks, covering your minimum beverage spend.
Drinks on Arrival: Many hosts offer a welcome drink (champagne or cocktail) and then switch to a cash bar or a limited tab.
Ultimately, it’s all about prioritising what’s important to you and balancing it against other expenses like a DJ or Photo Booth. Draft a couple of options and costs, so you can make a final decision once you see the big picture.
Stay tuned for the next instalment in our event planning series, where we dive into food selection—the second biggest expense!
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