Event Planning

Event Planning

How many bartenders do I need?

Our professionally trained bartenders can manage approximately 75 guests for a full bar. If you are serving beer and wine only, you will need one bartender for up to 100 guests (approximately).

Do I need a Captain?

Our Captains can supervise your party for you and will give clear direction to all service staff. They can coordinate all details with the party planner or caterer to set up, serve and break down the event to meet all your expectations. We will recommend if a Captain is needed.

How many servers do I need?

For a buffet, we recommend one server for every 25 to 35 guests. For a seated, plated event, we suggest one server for every 10 to 15 guests. For passed hors d’oeuvres, we recommend one server per 25 guests.Questions to consider:
• Are you using disposable tableware?
• Do you want water and wine service tableside?
• Do you need buffet table attendants (food runners)?We are happy to consult with you to help you determine the number of staff you will need.

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Bar Options

For a Full Bar, I Need…

Mixers for Full Bar Service consists of:

• Mixers: Lime Juice, Grenadine, Sour Mix, Bloody Mary mix
• Fruit: Limes, Lemons, Olives, Cherries
• Sodas: Coke, Diet Coke, Tonic, Sprite, Ginger Ale, Club Soda, Water
• Juices: Orange, Cranberry, Grapefruit, Pineapple
• Consumables: Stirrers, Beverage Napkins, Fruit Picks
• Ice

If you are having any specialty drinks or if an additional product is needed our bartenders will require that you provide them with an ingredients menu to ensure that the cocktails are made to your specifications.

For a Beer and Wine Bar, I Need…

Beverages for Beer & Wine Bar Service consists of:

• Fruit: Limes, Lemons
• Sodas: Coke, Diet Coke, Sprite, Ginger Ale, Club Soda, Water
• Juices: Orange, Cranberry
• Consumables: Stirrers, Beverage Napkins, Fruit Picks
• Ice

Please note that all liquor must be one liter or .750 liter bottles.

Quantity Suggestions for Full Bar Mixer List for Full Bar Quantities for Beer & Wine Bar Mixers List for Beer & Wine Bar Quantity Suggestions for Full Bar

Please note that all liquor must be 1 liter or .750 liter bottles (not 1.75 liters or “handles”)

Liquor type (Bottles) 50 Guests* 100 Guests* 200 Guests**
Bourbon 1 2 3
Blend/Rye 1 1 2
Tequila 1 1 3
Rum 1 1 3
Gin 1 1 2
Scotch 1 2 3
Vodka 2 6 12
Triple Sec 1 1 2
Dry Vermouth (small bottle) 1 1 2
Sweet Vermouth (small bottle) 1 1 2
 
Wine (Bottles)
White 6 12 36
Red 6 12 36
Rosé 3 6 9
 
Beer (Cases) 2 4 10
 

*Based on 1 bar; you must double the quantity if you are having 2 bars (you must have a minimum of 1 bottle of each type of liquor for each bar)

**Based on 2 bars; you must increase quantities if you have 3+ bars

These are suggested quantities based on the average event. Please order accordingly based on the type of party (specialty drinks) and the type of guests attending (beer and wine crowd vs. mixed drink crowd). Most liquor stores will take back unopened liquor for a refund; therefore, it is always better to purchase extra rather than run short. Confirm the return policy for beer (most stores will only take back full un-chilled cases). We strongly recommend that you keep your beer choices to no more than 3-4 different types/brands.

We are happy to consult with anyone booking an event with PBS.

Mixer List for Full Bar
Soda (1 liter or 24 oz) 50 Guests* 100 Guests* 200 Guests**
Coke 6 12 24
Diet Coke 6 12 24
Sprite 4 6 12
Ginger Ale 4 6 12
Tonic Water 6 12 18
Club Soda 3 6 9
Bottled Water (12 oz) 24 48 96
 
Juice (32 oz)
Cranberry 2 4 8
Orange 1 2 3
Pineapple 1 1 2
Grapefruit 1 1 2
 
Mixers (32 oz)
Sour Mix 1 2 4
Bloody Mary Mix 1 1 3
Rose’s Lime Juice 1 1 2
 
Fruit (each)
Limes 12 24 48
Lemons 6 6 12
Cherries (small jar) 1 1 2
Olives (16 oz) 1 1 2
 
Ice 100 lbs. 150 lbs. 300 lbs.
Beverage Napkins (bar only) 150 300 500
Stirrers 100 200 400
Fruit picks 25 25 35

 

*Based on 1 bar; you must double the quantity if you are having 2 bars (you must have a minimum of 1 bottle of each type of mixer for each bar)

**Based on 2 bars; you must increase quantities if you have 3+ bars

We do not work with 2-liter soda bottles. Please note that you need to double the ice quantities for an outside event on hot summer days. This list is an estimate for the average party per guest count; quantities may vary based on the type of party and type of drinkers. Some specialty drink will change the quantities of the mixers needed (if margaritas are being featured, you will need extra limes, sour mix and Rose’s lime juice).

Please feel free to contact us if you need any help with quantities for specialty cocktails.

Quantities for Beer & Wine Bar
Wine (.750 Bottles) 50 Guests* 100 Guests* 200 Guests**
White 12 24 48
Red 12 24 48
Rosé 3 6 12
Beer (Cases) 4 8 20

*Based on 1 bar; you must double the quantity if you are having 2 bars

**Based on 2 bars; you must increase quantities if you have 3+ bars

These quantities are based on the average party. Please order accordingly based on your knowledge of your guests. Here are some easy hints to help figure beer and wine needed. There are 6 glasses of wine per a .750 bottle and there are 12 bottles to a case of wine, which means that you get 72 glasses of wine out of a case of wine.

There are 24 beers to a case. Typically, men drink more beer than women.

If you host a one-hour beer and wine party for 100 people and the mix is 50 men and 50 women, figure each person, on the high side, is going to have three drinks, for total of 300 drinks. You can assume 135 beers, 135 wine and 30 soft drinks. You would need 6 cases of beer and 23 bottles of wine.

We strongly suggest keeping your beer choices to no more than three or four. If you offer too many beer choices you run the risk of running out of one.

Mixers List for Beer & Wine Bar
Soda (1 liter or 24 oz) 50 Guests* 100 Guests* 200 Guests**
Coke 6 12 24
Diet Coke 6 12 24
Sprite 4 6 12
Ginger Ale 4 6 12
Tonic Water 6 12 12
Club Soda 3 6 12
Bottled Water (12 oz) 24 48 96
 
Juices (32 oz)
Cranberry 2 4 8
Orange 1 2 3
 
Fruit (each)      
Limes 3 6 9
Lemons 3 3 6
 
Ice 50 lbs. 100 lbs. 200 lbs.
 
Beverage Napkins (bar only) 150 300 500

 

*Based on 1 bar; you must double the quantity if you are having 2 bars (you must have a minimum of 1 bottle of each type of mixer for each bar)

**Based on 2 bars; you must increase quantities if you have 3+ bars

We do not work with 2-liter soda bottles. Please note that you need to double the ice quantities for an outside event on hot summer days. This list is an estimate for the average party per guest count; quantities may vary based on the type of party and type of drinkers.

If you are serving beers that need a lime, figure 3 limes per case of beer.