What to Expect When Hiring a Mobile Bar: From Consultation to Execution
So you have an event coming up and you are trying to decide what to do for your beverage service? If you are using a caterer, you might be considering adding a beverage package to your food service. If you want something more FUN and UNIQUE, you should consider looking at a mobile bar service. You might be overwhelmed with all of the details of the event, but using a mobile bar doesn’t have to be overwhelming at all! Whether it’s a wedding, corporate event, birthday party, or any other celebration, a mobile bar adds a touch of sophistication and convenience. But what exactly should you expect when hiring a mobile bar? Here are a few things to help you navigate the process.
1. Initial Consultation: Tailoring to Your Needs
The best way to get started is to fill out the “contact” form on a mobile bar’s website. (www.sunnydazemobilebar.com). We try to collect as much information as possible to prepare for your first consultation. During the initial consultation, it is your opportunity to discuss the specifics of your event:
Event Type: Different events have different vibes. A wedding bar setup might differ from a corporate event or a festival.
Guest Count: This helps determine the amount of stock and the number of bartenders needed.
Location and Venue: Depending on the venue will determine what bar will work for the space.
Theme and Aesthetic: This is really important to convey your theme, vibe, atmosphere. This helps to customize your menu and decor to the experience you want for your guests. Whether it is rustic, modern, vintage, festive, or something else, we can work with hosts to determine signature cocktails for your event.
Budget: It is very important to communicate your budget during your consultation so that there are no surprises when a proposal is sent.
2. Bar Service Estimated Costs: Understanding What’s Included
Mobile bar services typically offer a variety of options included in their bar service. Just like an all-inclusive hotel, some mobile bars might provide an all-inclusive price for their services, while others might provide an itemized price. The cost for bar services vary depending on guest count, hours of service, the drink menu, and bar rental. Common elements that make up the estimated costs are:
Beverage Selection: Most mobile bars will offer basic pricing for beer and wine service only. To keep the guests happy and a quick moving line, typically the number of drink selections are limited. Adding additional selections and/or signature cocktails/mocktails will add to the cost of your service. Signature cocktails/mocktails are a great way to reflect your event’s theme or personal touch. It is always recommended to think about your guest’s preferences by offering a variety of options. You also have the option of adding other beverages like lemonade, tea, coffee, soda and water for guests that prefer a non-alcoholic option. Sunny Daze is a dry hire mobile bar, which means that the host purchases the alcohol and the bartenders will bring everything else needed for your event, including all the mixers, garnishes, cups, and ice. During your consultation, you will work with the team to customize your menu.
Bar Setup and Breakdown: This includes the delivery of the physical bar, barware, utensils, and any decorative elements. The set up process can take at least one hour if not more depending on the complexity of the drinks and the decor. The cost for this often includes travel and time for delivery and any costs associated with decor. It also might require an earlier arrival to ice down beverages or mix batch cocktails to be ready for the event.
Staffing: At Sunny Daze, we work with adults with disabilities to coach/mentor them to provide a professional and fun experience at events. All of our bartenders can mix and serve drinks efficiently and with a friendly attitude. The cost of bartenders will include the base bartender fee and coverage for operational costs like insurance, licensing, administrative costs, etc.
Travel Fee: Most mobile bars have a mileage cap before they pass on travel costs to the host. A travel fee is included to cover the costs of fuel, time, and the complexity of driving with a trailer.
Gratuity: Bar services are services just like going to a restaurant or brick and mortar bar. Mobile bars are no exception. Most mobile bars expect a gratuity for their service. The gratuity could be a smaller percentage if the host allows a tip jar or a larger percentage if a tip jar is not allowed.
3. Customization: Personalizing Your Drink Menu
One of the exciting aspects of hiring a mobile bar is the ability to customize your drink menu. You can review our blog on creating signature cocktails HERE. Here are ways you can personalize your beverage offerings:
Guest preferences: Understanding your guests and the type of event you are having is the first step. Our team can help guide you through this process.
What’s the vibe?: Whether it is for a holiday party or a different type of themed event, we can help you come up with just the right drink for the occasion.
Guest Experience: Think of your guest experience from beginning to end. Will your guests come and go or stay til the end? You might consider an “after dessert” or “end of the night” coffee service. Will you have a lot of kids at your event? Maybe a flavored lemonade station would suit their needs.
4. Logistics: Smooth Execution on the Day
On the day of the event, our team will handle all logistics related to the bar service:
Timely Setup and Teardown: You should expect our bartenders to be set up and ready 30 minutes prior to the event. If there is alcohol being served, the bar servers will ensure all alcohol is iced and ready to serve and any pre-batched cocktails are made. Additionally, the tear down process is quick and efficient.
Stock Management: Our servers will constantly monitor drink supplies throughout the event to ensure there are no shortages.
Clean-Up: Mobile Bar services will take care of any mess related to the bar area, allowing you to focus on enjoying the event.
Conclusion
Just like Thanksgiving dinner where everyone hangs out in the kitchen waiting for food, hiring a mobile bar for your event can provide a great social space for your guests, providing a unique and memorable experience. By understanding what to expect, from initial consultation to the execution on the day, you can ensure a seamless and enjoyable addition to your celebration. So, raise a glass to stress-free event planning and let Sunny Daze Mobile Bar handle the drinks! Cheers to making your event UNFORGETTABLE!