Wedding Bar Planning: The Ultimate Checklist & Expert Tips for a Flawless Experience
Feb 16, 2025
Planning your wedding bar involves more than just mixing drinks and pouring champagne—it’s about creating an enjoyable, stress-free experience for you and your guests. At Chesapeake Bartenders, we’ve seen it all, and we know that a well-organized bar can make all the difference.
Below is a comprehensive checklist and helpful tips to ensure your wedding bar is nothing short of amazing. From logistics and add-ons to insider tips on avoiding long lines, we’ve got you covered!
For our wedding couples in Maryland, Delaware, DC and Virginia, please read through this 2- 3 months before your wedding. It is really important we have every little detail covered so we can deliver the wedding bar experience you dreamed of!
Checklist: What We Need to Know
To help us provide seamless service, please review the checklist below and send us any missing information so we can keep everything organized in your client folder.
- Wedding Planner/Day-of Coordinator: Yes/No (If yes, what is their name and contact info?)
- COI (Certificate of Insurance)
- Updated Guest Count
- Will trash cans and trash bags be provided for the bar? Yes/No
- Who is responsible for trash removal? (Are there dumpsters on-site, or is trash driven off-site?)
- Is the catering company providing water? Are they taking their own trash when they are finished?
- Do you have a timeline to share with us?
- Have you shared your vision board/Pinterest board with us so we can ensure your décor and custom menu match?
- Load-in and vendor parking: Who is the best contact at your venue to review these details with?
- Outdoor Bars – Is there a rain contingency plan?
- Outdoor Bars – Is there lighting at the bar when the sun goes down?
- Floorplan – Do you have a floorplan you can share with us?
- Floral – Do you want floral on the bar?
- Who should our team contact when they arrive on-site for setup?
Wedding Bar Checklist For Couples
You can also download a PDF to print out here:
Wedding Bar Add-On Ideas
Want to make your bar experience even more memorable? Here are some fun and functional add-ons to consider:
Bourbon Bar or Drink Station
Display a selection of bourbon, scotch, tequila, or dessert liqueurs (Bailey’s, anyone?) on our beautifully styled drink station—a great complement to the main bar.
Add-on for $50
The bourbon bar signage was custom made by Kate Slayton Lettering – we highly recommend checking her out as she ships throughout the United States!
Business & Pleasure Umbrella
For outdoor receptions, this oversized and classic umbrella keeps chilled drinks cool, prevents ice from melting too quickly, and offers shade for our bartenders.
Add for $100
Lighting Solutions
Once the sun goes down, good lighting is essential to keep the drinks flowing. (Otherwise, you might end up with an orange crush made with gin—oops!) We offer a variety of lighting solutions, including venue lighting and mobile Edison string lights.
Our Favorite Solution: Battery-Charged White Bar Top Lights – you can order these online, or we can provide them for you as a rental.
Add on Bar Lights To Your Wedding Bar Service
- $50 for 4 (2 for front bar, 2 for back bar)
- $35 for 2 (both for front bar)
OR
Purchase these cordless lights for your wedding bar here:
*We earn a small commission if you purchase these lights, which helps support our small business. We only recommend things we love, so we hope this helps!
Custom Bar Menus
We work with talented artists like Kate Slayton Lettering and Lucky Kat Designs to create custom menu designs that match your wedding theme. If you prefer a fully custom menu, send us examples of bar signage you love, and we’ll provide a quote.
Pictured Below – a custom signature cocktail menu from Kate Slayton Lettering, featuring beautiful bar florals from Three Little Buds.
Photo By: Lisa K Photography
Coffee and Cold Brew Station
We get a lot of requests for espresso martinis, but did you know we offer coffee bar packages as well? Our commercial-grade equipment can brew fresh coffee, hot cider, and hot chocolate. This package includes a custom coffee bar menu, creamers, non-dairy options, custom-color cups with lids, stirrers, and cold brew.
Pictured below: coffee bar set up by Chesapeake Bartenders for a Galentine-themed bridal shower at 1631 Venue on Kent Island
Florals
My most favorite wedding bars contain some element of florals. After all, florals are a significant part of your reception aesthetic, but I rarely see couple’s adding floral to the bar. I highly recommend doing so, along with these tips for adding flowers or greenery to your wedding bar:
- Opt for a petite floral accent for the bar (big florals take away from surface area the bartenders need to build drinks)
- As pictured below in a creation from Three Little Buds Floral of Maryland, add a gorgeous floral cloud down the side of the front serving bar. This ensures the floral is not in the way of the bartender, but makes for a stunning bar facade
- Include small accent tables flanking the front of the bar with small floral arrangements
How to Avoid Long Bar Lines at Your Wedding
The busiest time for our bartenders is right when the bar opens—either at cocktail hour or the main reception. Why does this happen? Everyone makes a beeline for the bar, and a line forms quickly. While our bartenders are talented and fast, there are several factors that impact how quickly we can get a drink in everyone’s hands.
It’s really important to set the right expectations, and we want to be fully transparent so you receive the seamless wedding bar service you envision.
Avoid Complex Craft Cocktails During Cocktail Hour
I get a LOT of pushback on this one, but as someone with two decades of experience, I’ve seen this scenario play out countless times:
His signature drink is an old fashioned, and hers is an espresso martini. These drinks are meaningful because they were what they ordered on their first date, so naturally, they want them featured as their signature drinks. The problem? Both drinks take about three times as long to prepare compared to pouring wine or opening a bottle of beer. This slows the bar service significantly.
Does This Mean You Can’t Have Signature Drinks During Cocktail Hour?
Absolutely not! This is YOUR day, and we’re here to bring your vision to life. However, if you want more complex cocktails during cocktail hour, we’ll need to work together to make sure we have the right resources.
Our Solutions for Minimizing Bar Lines
-
Additional Staff:
Yes, there is an added cost, but it makes all the difference. To execute a cocktail-heavy menu efficiently, we recommend adding a barback and/or another bartender to float through the cocktail hour with a tray of pre-poured drinks. This reduces pressure on the main bar and keeps the line moving. -
Pre-Poured Cocktails:
This is a fantastic option for mojitos, margaritas, rocks-style drinks, and martinis. Our team can begin prepping your signature drinks about 20 minutes before the bar opens to ensure they’re ready to go when guests arrive.
Why Beer and Wine-Only Cocktail Hours Are a Great Option
In my experience, many couples opt for beer and wine only during cocktail hour to avoid the stress of long lines. Beer and wine are the fastest drinks to serve, allowing bartenders to work efficiently and serve more guests in less time.
Cocktail Hour and Main Reception in Different Locations
It’s common for cocktail hour to be in a separate location—outdoor patios, porticos, or other areas separate from the main reception bar. While this is a great way to use different spaces, it does require some extra planning.
- Set-Up Time: We essentially set up two bars instead of one, delivering ice, alcohol, and supplies to both locations.
- Bar Back Support: A barback ensures smooth transitions between bars by moving ice, alcohol, and equipment while the bartender serves guests.
- Glassware: If you’re opting for glassware instead of plastic, we’ll need additional tables to store it.
Trash Removal: What You Need to Know
Trash removal is often misunderstood. Our team is usually the last to leave, and if catering companies leave trash behind, guests may expect us to clean it up. Unfortunately, this is not a standard part of our service (though we do offer it as an add-on).
Key Considerations:
- Is the catering company taking their trash upon departure? Get this in writing.
- What are the venue’s rules for trash and recycling? Please share this information with our team.
- Are caterers proactively clearing tables? This helps prevent buildup.
- Will there be trash cans at the bar? If not, we rent trash cans for $25 (includes two cans + bags).
- Off-Site Trash Removal: Available upon request; we send special vehicles for this service.
Water Station: Keep Your Guests Hydrated
Having enough water is crucial, especially for outdoor or summer weddings. Here’s how to ensure your guests stay hydrated:
- Filtered Water: Included in our classic wedding bar package for guests passing by the bar before the ceremony.
- Self-Serve Water Station: We can set up a station near the bar that bartenders will replenish throughout the evening.
- Tin Bins with Bottled Water: A great grab-and-go option.
Rain Contingency Plan
If your cocktail hour or reception is outdoors, have a solid rain contingency plan. This includes protection from wind, as items like menus, cups, and garnishes can easily blow away without proper shelter.
Final Thoughts
Effective communication is key to a successful wedding bar experience. Our team wants to help make your wedding day seamless, beautiful, and stress-free. If you have any questions or special requests, don’t hesitate to reach out.
> Request a wedding bar quote here
Happy Wedding Planning!
—Courtney
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