The Complete Bar Event Checklist: What You Need Before Engaging Us

The Complete Bar Event Checklist: What You Need Before Engaging Us

Booking portable bar services sounds simple — get a bartender, get some drinks, done. In practice, there are a handful of logistics that make or break how smoothly the day actually runs. Most of the last-minute scrambles we see on event day trace back to one of a handful of avoidable gaps: ice that didn't arrive on time, a table that's too small, or ingredients bought slightly wrong. This is the checklist we walk every host through before an event, covering menu, ice, tables, ingredients, and glassware, so nothing gets missed on either side.

1. Confirmation of Menu

The first thing to lock in is the cocktail menu. You're welcome to provide your own menu, or we can suggest one for you — and if you engage 2 bartenders or more, menu suggestions are provided complimentary. This matters early, because the menu determines almost everything else on this checklist: how much ice you'll need, what ingredients to source, and what glassware makes sense for the drinks being served.

Getting this confirmed early also gives us enough runway to flag anything that might be hard to source, or to suggest a substitute if a particular ingredient isn't practical for your event date or venue.

2. Ice and Icebox

Ice is one of the most underestimated parts of event planning, and it comes with its own timing and equipment considerations.

Ordering ice: Our recommendation is to order from an iceman about 3 hours before your event starts. For example, if your event begins at 6pm, place your order for delivery within the 3pm–6pm window. If it hasn't arrived by 5pm, it's worth calling to chase it down immediately rather than waiting. This isn't a hypothetical concern — we've personally had a delivery no-show from another provider, and when we called to follow up, we were completely brushed off. Building in a buffer and following up early protects you from ending up in the same situation, scrambling for ice with an hour left before guests arrive.

Icebox sizing: For smaller parties, one 50L icebox is generally sufficient. For bigger events, plan for two 50L iceboxes. This matters more than it might seem — while we can try to help hosts save on cost, we'd genuinely rather you invest in a proper icebox with the correct dimensions than try to make do with something that doesn't fit. If space is inadequate, bartenders end up having to improvise on the spot, which is an easily avoidable problem. Trust us when we say we will always prefer a proper icebox. If you don't have one, a styrofoam box is a solid alternative and typically costs around $20.

3. Bar Table

A sturdy, stain-proof bar table is non-negotiable for a clean setup:

• Smaller events: a table at least 1.2m in length
• Bigger events: a table at least 1.8m in length

If you don't already have a suitable table, we can arrange one for you at $60. To be clear, this isn't a rental charge for the table itself — it's a transport fee. If you have a car and are able to pick the table up from us directly, we won't charge anything at all; we're just happy to be of service. And if the table is being used specifically as a bar table for the event, we'll take responsibility for relinquishing you of any damages or stains that occur during normal use.

A table that's too short or too wobbly might seem like a minor detail, but it directly affects how fast a bartender can work — cramped setups slow down pours, garnishing, and general organisation, especially during a rush.

4. Shopping List

This is the one section we ask hosts to treat like a bible. Ingredient mix-ups happen more often than you'd expect — some hosts, for example, get lemons and limes confused, which quietly turns what should be a Margarita into something closer to a Tequila Sour. The flavour difference is significant, even though the mistake looks minor on paper, and it's the kind of thing that's hard to fix once the ingredients are already in front of guests.

We'll also help you procure some of the harder-to-source ingredients, since not everyone is familiar with where to find cocktail-quality syrups, specific juices, or less common garnishes. Sticking closely to the shopping list we provide is the easiest way to guarantee the drinks actually taste the way they're supposed to, rather than an approximation of the menu you originally agreed on.

5. Glassware

We're not picky about brand or style — we just need enough volume to comfortably serve the menu. As a general guide, a 14oz / 350ml rock glass works well for most cocktails on a typical menu.

If you're not sure whether what you have on hand will work, feel free to take a photo of your glassware and send it over for a quick check. If you don't have a steady collection of glassware at home, that's not a dealbreaker either — we can always supply disposable glassware, or arrange a rental. Rental comes with a $100 pickup and delivery fee, plus $2 per glass.

Quick Reference: The Checklist at a Glance

| Item | What You Need | If You Don't Have It |

|---|---|---|

| Menu | Confirmed cocktail list | Free suggestions with 2+ bartenders |

| Ice | Ordered 3 hrs before event | Call to chase if not arrived 1 hr before |

| Icebox | 1× 50L (small) / 2× 50L (large) | Styrofoam box, ~$20 |

| Bar table | 1.2m (small) / 1.8m (large), stain-proof | Arranged for $60 (transport only) |

| Shopping list | Exact ingredients as specified | We help source harder-to-find items |

| Glassware | 14oz/350ml rock glass, enough volume | Disposable, or rental at $100 + $2/glass |

Why This Checklist Matters

None of these five items are complicated on their own, but skipping any one of them tends to create a scramble on event day — whether that's a bartender having to squeeze a bar setup onto an undersized table, or a shopping trip that quietly swaps limes for lemons. Working through this checklist before your event means the bar team can focus entirely on service, rather than solving avoidable logistics problems on the spot.

Frequently Asked Questions

What happens if the ice doesn't arrive on time?

If ice hasn't arrived by an hour before your event starts, call the supplier immediately to chase the order. Building in the 3-hour ordering window gives enough buffer to catch and resolve delivery issues before they become a real problem.