The short answer
A wedding bartender cost is the labor charge for the people serving drinks, priced per bartender, per hour or as a flat amount, and a bar setup fee is a separate charge for the bar station and what it needs. Check how many bartenders are required, the hourly rate and minimum hours, whether setup time is billed, what the setup fee covers, and whether service charge and tax are added.
What is a bar setup fee, and how is it different from a bartender fee?
A bartender fee pays for labor: the people pouring drinks, priced per bartender, per hour or as a flat amount for the event. A bar setup fee pays for the station itself, and may be called a bar fee, bar station fee or bar service fee. It can cover a portable bar, tools, ice, garnishes, mixers, glassware or the labor to set up and break down, or only some of these.
Because the names vary, read each bar-related line and write down what it says it covers. Two quotes that both say "bar fee" may be charging for different things, and one line may be doing the work of two.
How many bartenders do you need for your wedding guest count?
A contract may set a staffing ratio, such as this hypothetical wording: "One bartender required per 75 guests." If the ratio rounds up, a small change in guest count can add a person. At 150 guests that clause requires 150 / 75 = 2 bartenders; at 160 guests, 160 / 75 = 2.13, which would round up to 3.
Check whether venue bartenders are required even when you choose a cash bar, a limited bar or supply your own alcohol. A venue may require its own staff, or licensed and insured bartenders, whatever the bar structure. Ask for the requirement in writing, along with who holds the license to serve.
- Staffing ratio and how it rounds
- Bartenders required for a cash bar or your own alcohol
- Barback or bar captain lines
- Licensing or insurance requirement for bartenders
- Whether a second bar needs its own staff
How much does a wedding bartender cost? Count the hours
A wedding bartender has no single cost you can rely on, because the total depends on the rate, the number of bartenders your count requires and the hours billed. Look for a minimum number of hours per bartender, whether setup and breakdown are billed, and the increment for extra time. A four-hour bar may be billed as five or six hours per bartender once setup and breakdown are added.
For example, a hypothetical quote charges $45 an hour per bartender, with a five-hour minimum that includes one hour of setup and breakdown. Two bartenders for a four-hour bar is 2 x 5 x $45 = $450. At 160 guests with the ratio above, three bartenders cost 3 x 5 x $45 = $675. If the bar runs 30 minutes over and overtime is billed in full hours, add 3 x $45 = $135.
What does a bar setup fee cover?
Ask for a list. A setup fee might cover the bar structure, ice, cups or glassware, garnishes and mixers, or only the labor to assemble and remove the station. If glassware, ice or mixers are not listed, ask whether they appear somewhere else on the quote or are your responsibility.
Check whether the fee is per bar. A second bar for cocktail hour, or a separate champagne or signature cocktail station, may carry its own setup fee and its own bartenders. For example, a hypothetical $250 per-bar fee for two bars is 2 x $250 = $500.
Are service charge, tax or gratuity added to bartender fees?
Ask for each line. A service charge may apply to labor and setup fees, only to food and beverage, or to everything on the proposal. For example, $450 of bartender fees and a $250 setup fee total $700. A hypothetical 20% service charge adds $140, and 7% tax on $840 adds $58.80, for $898.80. Whether each line is taxed depends on the state and how the charge is written.
Ask separately about tips. A contract may include a bartender gratuity line, say nothing, or prohibit tip jars at the bar. Know which applies before deciding whether to tip bartenders directly.
Are bartender fees waived with some bar packages?
A quote may include bartenders in a per-person package, waive the setup fee above a spending level, or charge both whatever package you choose. Read the package description for the words "includes bartenders" or "bartender fee waived" and note any condition attached, such as a minimum guest count or a minimum number of hours.
When you compare bar structures, add the labor and setup lines to each one. A consumption bar with separate bartender fees and a per-person package with bartenders included are not comparable until both carry their full cost.
Bar labor and setup check
Use one row for a decision or deliverable. Keep unanswered items visible. Download the blank worksheet to open in Excel, Numbers or Google Sheets.
On a small screen, swipe the worksheet sideways to see the remaining columns.
| Charge | Quoted rate | Quantity or hours | Service charge or tax added? | Line total |
|---|---|---|---|---|
| Bartenders | — | — | — | — |
| Setup and breakdown hours | — | — | — | — |
| Bar setup or station fee | — | — | — | — |
| Second bar or station | — | — | — | — |
| Barback or bar captain | — | — | — | — |
| Glassware, ice and mixers | — | — | — | — |
| Overtime rate and increment | — | — | — | — |
| Gratuity line or tip jar policy | — | — | — | — |
A message you can make your own
Change the wording to suit you, fill in anything in brackets and keep the questions that apply. You decide what to send and send it yourself.
We are reviewing the bar lines in our proposal and would like a few details in writing. How many bartenders are required for [number] guests, and how does the ratio round? What is the hourly rate, the minimum hours, and are setup and breakdown billed? What does the bar setup fee include, and is it charged per bar? Are service charge and tax added to bartender and setup fees? Finally, is there a bartender gratuity line, and are tip jars allowed?
Common questions
How much is a bar setup fee for a wedding?
A bar setup fee for a wedding has no single amount you can rely on, because it depends on what the fee covers, whether it is charged per bar, and whether service charge and tax are added. Ask for a written list of what the fee includes at your guest count, and compare quotes on those contents, not on the fee name.
Do you tip a wedding bartender?
Tipping a wedding bartender is your decision, and the contract is the place to start. It may include a bartender gratuity line, a service charge that is or is not paid to staff, or a rule against tip jars. Ask the venue or caterer in writing which applies before deciding whether to tip directly.
Do you pay bartender fees with a cash bar?
Bartender fees can apply to a cash bar, because a contract can charge bartender and setup fees whether guests pay for drinks or you host the bar. Read the cash bar terms for staffing, setup and any minimum in sales, and ask the venue to confirm in writing which fees apply.
Can you hire your own bartenders for a wedding?
Hiring your own bartenders for a wedding depends on the venue, which may require its own staff or licensed and insured bartenders. Alcohol service rules vary by state and locality. Ask the venue what it allows, what proof of license and insurance it needs, and get any approval in writing before you book anyone.
Is a bar setup fee the same as corkage?
A bar setup fee is not the same as corkage. A setup fee pays for the bar station and what it needs, while corkage is a charge for opening and serving alcohol you supply. A contract may charge both, so read each line and write down what it covers before comparing quotes.
What should a wedding bar setup checklist include?
A wedding bar setup checklist can include the bar structure, the number of bars, glassware, ice, mixers, garnishes, napkins, a trash and recycling plan, power for any coolers, and the times for setup and breakdown. Mark who supplies each item, the venue, the caterer or you, so nothing is left unassigned.
Why did the bartender count go up when you added guests?
A bartender count can go up when you add guests because a staffing ratio in the contract may round up, so crossing a threshold adds a person. Check the ratio and how it rounds, recalculate at your current count, and ask the venue for the revised labor line in writing.