Party planning is a skill learned though experience and trial and error. This is certainly the case when making shopping lists for events like weddings, birthday parties, and large corporate events. I have done enough events that I know pretty accurately how much alcohol, mixers, ice, cups, and garnishes are needed. I have provided my clients over the years with literally hundreds of shopping lists for their events.
You may be throwing a 200 guests wedding, or a ten person bachelorette party. In each case, you will need some idea of how much alcohol and supplies you will need to purchase. People inexperienced with this kind of planning will often purchase way too much. Alcohol may not be returned in California, so whatever is left over from your event you will have to cart home and store it. Let a professional help you with this.
When I make an event shopping list, I consider the number of guests, the duration of the event, and the type of event it is. Guests at weddings and birthday parties, usually consume more than guests at corporate events, for instance. Some quick two hour events, require much less inventory than a five hour event. The trick is to figure out how much is needed, so there won’t be a lot left over, but at the same time, you don’t run out of anything.
A Sample Shopping List
Here is a sample shopping list I did for a client. It has the specialty drinks listed at the top that are to be served at the event, and beneath that, the list of everything needed, with the liquor at the top. This is a list for a four hour, 75 guest wedding:
Paloma – tequila, grapefruit juice, lime juice, sparkling water, tajin rim, lime garnish
Mexican Mule – tequila, lime juice, ginger beer, lime garnish
Irish Mule – Jameson, lime juice, ginger beer, lime garnish
2 1.75ltr Jameson
2 1.75ltr tequila
1 1.75ltr vodka
3 24 pack beer
4 white wine
4 red wine
5 1ltr ginger beer
3 60 oz grapefruit juice
4 1ltr sparkling water
2 2ltr Coke
1 2ltr Coke Zero
1 2ltr Seven up
1 60 oz cranberry juice
1 60 oz pineapple juice
1 1ltr tonic
1 bag limes
1 tajin
300 10 oz cups
100 lbs ice
As you see there are mixers on the list that are not needed for the specialty drinks. I usually do this to give the guests some other non alcoholic drink options, and also to make mixed drinks other than the specialty drinks. It doesn’t cost that much more. There is wine, but not alot, because I have noticed people don’t drink much wine when a bartender is present making cocktails. There is plenty of beer, because when the weather is warmer, guests often drink more beer. The alcohol should be enough to last the four hour event, though it is on the light side.
Whenever I make a shopping list for a client, I stress that these are my suggestions. The hosts usually know their guests better than me and may want to go heavier or lighter on certain things. I, as the bartender feel much more secure if I do provide a list ahead of time. Sometimes, hosts tell me they don’t need a shopping list, and when I arrive they either have way, way too much stuff, or not enough of certain things. I offer this consultation as a part of my package, so please take advantage of it, because I can save you time and money.
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