Planning a Backyard Wedding Bar in Ventura County? Start Here.

A backyard is a wonderful place to get married. It is also a blank slate, which means the bar needs a plan: where it goes, how many people run it, how you keep things cold, and how much to buy. None of it is complicated once you think it through. It just helps to think it through before the week of the wedding.

Pick the bar spot first

Almost everything else follows from where the bar goes. A few things to look for:

• Shade, if you can get it. Ventura County afternoons can be warm, and a bar in direct sun is hard on the people working it, the ice and the fruit. Late-day light is lovely, but you want the station itself out of the worst of it.
• Away from the main traffic. Do not put it where it blocks a doorway or the path to the restrooms. A little off to one side lets guests gather without creating a bottleneck.
• Not on top of the food line. If drinks and food share a spot, you get one big crowd. Separate them and the whole party moves better.
• Easy access. Supplies have to get from the car to the bar. A short, clear path matters more than you would think.
• Some light for later. If the party runs past sunset, the bartender needs to see what they are doing. Plan for it now.

Keep the menu tight

The single biggest thing that speeds up a wedding bar is a short menu. Two to four featured cocktails, plus beer, wine and a mocktail, covers nearly everybody and keeps the line moving. A long list sounds generous but slows the service and makes your shopping list balloon.

If you want something personal, a signature drink for the couple is a great touch. It can carry a name, a flavor you love, or a garnish with meaning, and it gives guests something to talk about.

How much to buy

This is the question I get asked most, and the honest answer is that it depends on your guests, the length of the event and the menu. But there is a simple way to get a starting estimate.

A common starting point is about one drink per guest per hour. Here is an example, just to show the math (it is not a quote for any real event):

• 80 guests for 5 hours is roughly 400 drinks in total.
• If about 40 percent of those are cocktails, that is around 160 cocktails.
• A 750 ml bottle holds about 25 ounces, so it makes roughly 12 cocktails with a 2-ounce pour. 160 cocktails is then about 14 bottles of spirits, spread across your menu.

The beer and wine share, the time of day and the crowd all move those numbers. We work through it with you, and we are happy to adjust as the guest count changes.

Staffing: how many bartenders?

There is no single rule, but a lot of planners start at one bartender for every 50 or so guests. A short, simple menu can stretch that. A cocktail-heavy menu or a crowd that lines up all at once may call for more. If you are expecting a bigger group, an extra bartender is usually a smart choice, because the line is the thing guests remember.

Ice, glassware and the small stuff

Ice runs out faster than almost anything else, especially in warm weather. It is used for chilling drinks, for shaking, and for keeping beer and wine cold, so plan for more than feels necessary. Decide who is handling it, where it will be stored, and how it will be refreshed during the evening.

Think about glassware, napkins, a place to set down empty glasses, and a trash and recycling spot near the bar. These are not exciting, but they are what keep a bar looking cared for at hour four.

A short checklist for the weeks before

• Decide where the bar goes, and walk the path from the car to it.
• Confirm your guest count and the hours the bar will be open.
• Choose the cocktail menu, and decide on beer, wine and mocktails.
• Get your quantities and shopping list, and decide who is buying.
• Check with your venue or neighborhood about any rules that apply to your event.
• Plan for shade, light, ice and cleanup.