Bar catering businesses supply bartenders, mobile bars, drink menus, and often the alcohol and supplies for weddings, corporate events, private parties, and fundraisers. Invoices usually combine staffing, bar setup, beverage packages or per-guest pricing, and add-ons such as glassware, ice, and travel. Most operators are solo owners or small crews who hire bartenders per event.
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Bar caterers generally price one of three ways. The first is per-guest packages (for example, beer and wine only, or full bar with signature cocktails) that include staffing, mixers, garnishes, ice, and cups. The second is hourly bartender staffing where the client buys the alcohol, often called dry hire or BYOB service. The third is a flat mobile bar rental fee plus staffing. Most also charge a separate fee for glassware, specialty cocktails, bar backs, travel, and setup or breakdown time. Many bartenders have a 4-hour minimum and charge overtime after the booked window. Where licensing allows the caterer to sell alcohol, the alcohol is itemized or built into the package price. In many states, a caterer who does not hold a liquor license can only serve client-supplied alcohol, so check local rules before choosing a model. Liability insurance and any required permits are usually built into overhead or shown as a flat event fee.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Lead bartender, 5 hours (includes 1 hour setup and breakdown) | 2 bartenders | $275.00 | $550.00 |
| Full bar service package, mixers, garnishes, ice, cups, and napkins | 100 guests | $18.00 | $1,800.00 |
| Signature cocktail menu (2 cocktails), recipe development and batching | 1 flat fee | $250.00 | $250.00 |
| Portable bar rental with LED front | 1 event | $400.00 | $400.00 |
| Glassware rental and cleanup | 100 guests | $3.00 | $300.00 |
| Travel fee (35 miles each way) | 1 flat fee | $125.00 | $125.00 |
| Total | $3,425.00 | ||
Notes: Event date: Saturday, June 14, 6:00-11:00 PM. 50% deposit of $1,912.50 received at booking. Balance due within 7 days. Client supplied all alcohol. Late payments are subject to a 1.5% monthly fee. Gratuity is not included unless listed above.
Overtime, travel charges, and any dispute over hours are settled against the booked window, so it needs to be on the record.
It clarifies whether you sold it or only served it, which matters for licensing, sales tax, and liability.
Per-guest packages are based on a number, and a final count that differs from the contract needs to be shown clearly.
Clients often question hourly labor, and itemizing setup, service, and breakdown time prevents pushback.
Where you sell or serve alcohol under your own license, showing it confirms you are operating legally and may be required by the venue.
Most events require a non-refundable deposit to hold the date, and the invoice should show it credited.
Clients often assume a service charge is a tip. Spell out whether gratuity is included, optional, or a separate line, and be aware that service charges may be taxable in some states.
Most bar caterers collect a non-refundable deposit of 25-50% to hold the date, with the balance due 7 to 14 days before the event or on the day of the event for smaller private parties. Corporate clients often pay net 15 or net 30 after the event, and may require a purchase order number. Late fees of 1.5% per month are common and should be written into the contract. Accepted payment methods usually include credit card, ACH, and check; card fees are sometimes passed on as a small surcharge where allowed. Payments for added guests, extra hours, or last-minute changes are typically billed on a final invoice after the event.
Ask for a final guest count 7 to 10 days out and set a floor, such as billing for at least 90% of the contracted number. This protects you from buying supplies and booking staff for guests who never show up.
Bartenders arrive early to stock ice, cut garnishes, and set up the bar, then stay to clean. Bill the full window, not just the service hours, or your effective hourly rate drops fast.
Whether you sell the alcohol or the client buys it, listing it on its own line keeps pricing clear, makes sales tax and licensing easier to handle, and helps with clients comparing quotes.
Events often run long. Set an overtime rate per bartender per hour (often 1.25 to 1.5 times the base rate) and list the extra time on the final invoice.
These costs add up on large events. Package them into a per-guest fee or list them separately, but do not absorb them without noticing.
Only if the client agreed to it. A common approach is to list an optional tip line or state that gratuity is not included. If you add a mandatory service charge, label it clearly, and be aware that in some states it can be taxable and may not count as a tip for your staff.
It depends on the state and on what you sell. Alcohol sales, prepared drinks, and sometimes service charges can be taxable, while labor billed alone may not be in some places. Check with your state revenue department or an accountant.
Your contract should say that the final guest count is locked a set number of days before the event, and that increases are billed at the per-guest rate. Issue a revised invoice for any change and keep the earlier version for your records.
Most bar caterers make the deposit non-refundable because the date is held and other bookings are turned away. State this clearly in your contract and on the invoice, and note whether it can be transferred to a new date.
Bill for labor, bar setup, mixers, garnishes, ice, and any rentals. Note on the invoice that all alcohol was supplied by the client, and that you served it under your service agreement. Confirm what your local rules and insurance policy require for this arrangement.
Send a Bar Catering estimate for approval, then turn it into an invoice when the work is done.
Bar Catering estimate template