Calculating how many drinks will be needed in an event

    Planning parties is not an easy task. It is a process that can be affected by many different factors. Among the wide amount of reasons that have to be taken into account in order to be able to organise a party properly. There is a specific reason why being a party planner is […]

 
 
Planning parties is not an easy task. It is a process that can be affected by many different factors. Among the wide amount of reasons that have to be taken into account in order to be able to organise a party properly. There is a specific reason why being a party planner is regarded as a demanding and stressful job. Some of the factors that have to be taken into consideration are the following ones:
 

The number of guests you expect to come to your party

This is very important because you will base many other decisions on this information. How much food will you need? How many drinks? Do you have enough chairs? What about the music? Will you need more speakers? All these questions can be answered if you know how many people will come to you party.
 

What kind of guests will you have?

For any party planner, knowing what things guests have in common is vital. It is not like planning a party for the elderly is like planning a party for people who have just graduated from college. It is important to keep in mind what kind of guests will be at your party because ti can affect things such as:

  • The kind of drinks will you have at your party: in most cases younger people prefer cocktails, middle-age men prefer beers and the elderly prefer whiskey. You surely need to know what your guests like the best.
  • The kind of food you will serve: if you are part of a group that does not like Japanese food, it is not a good idea to serve sushi at your party.
  • Music. If it is a party for the elderly you should not play deep house or heavy metal (it depends on the case, some people like it, you have to know what your guests prefer)

What is your budget?

Everyone would like to spend a lot in their parties, for sure. But most of the times there is a limit on how much money you can spend. For that reason you have to make a list and know how much money you can spend in food, drinks, music and attractions.
However, in this articles we will focus in drinks. Parties for adults are unlike parties for kids where you can just buy dozens of bottles of soda and juice and you’ll be ok. For adults, it is a little more complex, since you need to know what kind of drinks your guests prefer, how much you need to buy and how much money you can spend in each type of drink. There are some certain guidelines that can help know how to calculate the amount of drinks that will be required in a party. These tips will surely help a party planner calculate how many drinks will be needed (this is not completely accurate because parties are always filled with surprises, either more people than what was planned, someone who drinks way more than what you thought or the party extending more time than what you expected. It ultimately depends on how much you know your guests and how you take into account the 8 following tips:

    >Number of guests: all calculations will be based on how many guests you will have at your party. If you are not sure about it, just make a projection on how many possible guests will be attending.
  1. Distribution of men and women: men usually drink more whiskey and beer, women usually prefer wine or cocktails. However, you also need to take into account that wine and cocktails have more liquor than most types of beers.
  2. If the party is mostly for young people, 6 drinks per person is a good estimation: Young people usually consume more alcohol than older people, so in case your party is for middle-age adults, 4 of 5 per person is a great estimation for a party of 4-5 hours.
  3. Type of drinks they consume: most young people look for fresh cocktails if it is a daytime event, like piña coladas, margaritas, daiquiris, sex on the beach, caipirinha, caipiroska, etc. If they are nightly events, you can opt for drinks prepared with vodka, gin or rum like Cosmopolitan, Martini, Screwdriver and Cuba Libre. Adults always opt for drinks like wine, champagne and whiskey, which you can be drank at any time.
  4. Daytime or night-time event: it may not seem to be true, but it is. If your event is during the day-afternoon people are more likely to consume more drinks, this is caused by the duration of the event. While a nightly event can last up to 5 hours there are always a few guests that have to leave earlier. On the other side, daytime events last up to 7 hours.
  5. Bar shakers: the famous cocktail bars have the ability to regulate the consumption of drinks in your wedding, usually about 200 cocktails for 150 people, if it is a daytime event and if you place the traditional whiskey, champagne and wines.
  6. The weather: it the weather is too hot, people will surely feel thirstier and will consume more drinks.

In spring-summer, this is the amount of alcohol estimated per person:
Wine: 1-4 glasses.
Soda, juice or water: 1 litre.
Champagne: 2.5 glasses.

In autumn-winter, this is the amount of alcohol estimated per person:
White or red wine: 1.5 glasses.
Soda, juice or water: 3 glasses.
Champagne: 2 glasses.
For further calculations: a one-litre bottle yields up to 20 glasses. Number of people x 7 drinks = Total drinks and the total amount of cups / 20 cups = total number of bottles.
If you are looking to give your party a personal touch, you can try with Daiquiri Hire Melbourne, you can hire one of our slushy machines and make premium quality daiquiris. We also rent many other machines that can help you boost any kind of celebration.