Bar caterers send a quote after an inquiry about a specific date, headcount, and venue, often before the client has chosen a final caterer. Clients compare per-guest pricing, what is included in each package, and whether alcohol is supplied by the caterer or the client.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Pricing depends on how many hours staff are needed and whether the venue has bar space, power, water, and load-in restrictions.
Package pricing scales with headcount, and a locked date prevents last-minute changes from eating your margin.
Spells out whether the quote covers alcohol, mixers, garnishes, ice, cups, napkins, and any specialty items.
A typical rule is one bartender per 50 to 75 guests, and clients may try to reduce staffing to cut costs.
Mobile bar, glassware, coolers, and tubs may be rented or provided by you, and the quote should say which.
Events often run long, and cancellations affect staffing and supply orders. Fees should be known upfront.
Venues often require a certificate of insurance, and a special event permit may be required. State who handles what.
| Service | Priced | Typical range |
|---|---|---|
| Bartender (client supplies alcohol) | per hour per bartender | $35-75 |
| Bar back or barware assistant | per hour | $20-35 |
| Beer and wine package (service only, no alcohol) | per guest | $8-18 |
| Full bar package with mixers and garnishes (service only) | per guest | $15-30 |
| Mobile bar rental (trailer, cart, or portable bar) | flat fee per event | $250-1,000 |
| Signature cocktail menu design and prep | flat fee | $100-400 |
| Glassware rental and cleanup | per guest | $2-6 |
| Travel and setup/breakdown | flat fee | $75-300 |
Typical US ranges. Rates vary by region, experience, and job size.
Present two or three options, such as beer and wine, standard bar, and premium bar. Clients tend to choose the middle tier and it makes comparison easier.
Ice, garnishes, and mixers are easy to underestimate. Many caterers plan on about 1 to 1.5 pounds of ice per guest and add a small cushion in the per-guest price.
Small events cost nearly as much to staff as medium ones. Set a minimum spend or a 4-hour minimum for each bartender so smaller bookings still pay.
Dates and staff fill up fast. A quote valid for 14 days encourages a decision and protects you from price changes in alcohol and labor.
Many bar caterers charge a modest fee, often $50 to $200, and credit it toward the booking if the client signs. This filters out casual inquiries and covers your supplies and time.
A common guideline is one bartender for every 50 to 75 guests, with an additional bar back for events over 150. Cocktail-heavy menus and short service windows may call for more staff.
Yes, for events with a fixed headcount and hours. Include a clause that adjusts the price if the guest count or time changes by more than a set amount.
When the client signs and pays the deposit. Make sure the signed agreement includes the quote details, the cancellation policy, and payment schedule. Have an attorney review your standard contract if you have not done so.
Use the Bar Catering invoice template to bill the client, or convert this estimate once it's approved.
Bar Catering invoice template