calculate alcohol needs for event

Calculate Alcohol Needs for Event – A Smart Host’s Guide by Susan’s Kitchen

Planning drinks for a party shouldn’t feel like guesswork. Whether you're organizing a wedding, a business reception, or a backyard celebration, knowing how much alcohol to order can save you stress, money, and last-minute runs to the liquor store. At Susan’s Kitchen Catering and Events, we help NYC hosts confidently plan bar service that feels complete — without going overboard.

Start With the Basics: Guests × Hours

The standard starting point is simple: one drink per guest per hour. For example, a 4-hour event with 60 guests means roughly 240 total servings. You can get more nuanced with our full breakdown on how to calculate alcohol needs for an event, but that baseline keeps you from under- or over-estimating when building your list.

Understanding Guest Preferences

Next, think about what your guests are most likely to drink. Are they more into wine, cocktails, or craft beer? A common mix is 40% wine, 35% beer, and 25% spirits, but this can shift depending on your group and setting. You’ll find helpful context in our bar package pricing overview, which walks through typical choices for different kinds of events.

If wine is on the menu, check out our intro to wine varietals to better understand which bottles pair best with your food and vibe — whether you're going for casual or elegant.

Don’t Overlook Beer and Spirits

Serving beer? Storage and variety matter. Our beer basics guide covers how to balance light, dark, and craft styles — and what to think about for outdoor setups. And for mixed drinks, get familiar with your options in our liquor explainer — it breaks down vodka, whiskey, gin, and more in easy terms.

Once you know what you’ll serve, you can browse some of the most popular cocktails we cater. These drinks work across event types and are consistently guest-approved.

Drink Making, Glassware, and Setup Essentials

Not every drink needs a professional bartender, but even basic skills go a long way. Our drink-making skills guide will help you or your team serve like pros, even with a limited menu.

Presentation matters, too. Our glassware guide covers which drinks pair best with which glass types — helpful whether you're renting or using your own stock. And before your event starts, check out our well-stocked bar checklist to make sure nothing gets missed.

Legal Considerations and Bar Safety

When you’re serving alcohol at an event — especially in public venues or to large groups — you’ll need to think about coverage and responsibility. Our overview on alcohol service policies explains the basics: age verification, pacing, staff training, and knowing when to say “no more.”

Worried about liability? Depending on your location, guest list, and drink setup, you may need insurance. Our guide on bar catering liability coverage breaks down what to look for and when it matters most — especially if you’re serving spirits or hosting late into the night.

Know the Lingo and Equipment

If you’re renting a bar or working with a team of servers, understanding basic terminology makes everything smoother. Our bar terminology guide defines what “well drinks,” “neat,” or “on the rocks” actually mean — so you can communicate clearly with vendors and staff.

You’ll also want the right tools. Our bar equipment essentials checklist is a must-read before your event. It covers shakers, pourers, garnish trays, and the extras that are easy to forget but essential when you’re serving dozens — or hundreds — of guests.

Build Confidence with Technique

Serving drinks doesn’t have to be complicated — but a few practical skills can help any event feel more professional. Our roundup of drink-making techniques includes tips on batching cocktails, shaking vs. stirring, and prepping garnishes in advance for smoother service.

Work With a Team That Knows NYC Events

Estimating alcohol isn’t just math — it’s experience. At Susan’s Kitchen Catering and Events, our NYC bar catering team helps clients plan with accuracy, set up efficiently, and serve confidently. From intimate weddings to large-scale corporate events, we understand what works (and what doesn’t) when alcohol is part of the plan.

Need help building your bar list, managing inventory, or creating a custom drink menu? Let’s talk. We’ll help you calculate your needs, design a service that fits your vibe, and execute it with precision — so you can enjoy the party you worked hard to host.