Your Guide to Buying the Right Amount of Wine and Spirits for Any Event
Make sure your next event is perfectly stocked. Don’t leave your beverage planning until the last minute. Whether it’s a backyard wine party or a full-fledged beer, wine, and spirits event for hundreds of people, we’ve got you covered with some simple math to ensure your guests have everything they need.
I know, I said “math”, but it will be okay. Here’s your step-by-step guide to help you determine how much wine, beer, and spirits you’ll need for your event.
Step 1: Estimate the Number of Guests
The first factor to consider is how many guests will attend your event. Typically, not everyone will consume alcohol, but a good rule of thumb is that about 75% of your attendees will indulge in wine, beer, or spirits at some point during the event.
Let’s break it down:
Casual gathering or daytime event: People tend to drink less. Expect 1-2 drinks per person per hour.
Evening or formal events: The consumption will likely be higher, closer to 2-3 drinks per person per hour.
Quick Tip:
If you’re having a shorter event (like a cocktail hour), consumption may be lower, but for longer events (like weddings), plan for more drinks per guest.
Step 2: Determine Drink Preferences
Once you have a rough estimate of how many guests are drinking, the next step is figuring out what they prefer. Every group is different, but here are some general guidelines:
Wine: Usually accounts for 50-60% of the total alcohol consumption at events, especially for weddings and formal dinners.
Beer: Tends to make up 30-40% of the drinks at events, particularly for more casual or outdoor occasions.
Spirits: Approximately 10-20% of your guests will opt for cocktails or mixed drinks, depending on the event’s tone.
Wine Breakdown:
When it comes to wine, we recommend a split between red and white based on the season, menu, and guest preferences:
Summer/Spring or outdoor event: 60% white, 40% red
Fall/Winter or formal dinner: 60% red, 40% white
Rosé or sparkling wines can also be incorporated, especially if you’re looking to elevate the event with some celebratory bubbles. We suggest having about 10-20% of your wine selection as sparkling for special moments like toasts.
Step 3: Calculate Quantities
Now that you have an idea of the breakdown of drink preferences, it’s time to calculate the actual quantities. Here’s a quick formula for each category.
Wine:
On average, a bottle of wine contains 5 glasses. If wine makes up 50% of your drink selection, use the following calculation:
Formula: (Number of drinking guests) × (Duration of the event in hours) × (Drinks per hour) × 0.5 ÷ 5 = Bottles of wine needed
Example:
For a 100-person event lasting 4 hours, where each guest drinks 2 glasses per hour:
(100) × (4) × (2) × 0.5 ÷ 5 = 80 bottles of wine
Beer:
A standard beer bottle or can is 12 ounces, which is about 1 serving. If beer accounts for 35% of your selection, use the following formula:
Formula: (Number of drinking guests) × (Duration of the event in hours) × (Drinks per hour) × 0.35 = Servings of beer
Example:
For the same 100-person event:
(100) × (4) × (2) × 0.35 = 280 servings of beer (equivalent to 280 cans or bottles)
Spirits:
A standard bottle of spirits contains around 16 servings (1.5 oz per serving). If spirits account for 15% of your selection:
Formula: (Number of drinking guests) × (Duration of the event in hours) × (Drinks per hour) × 0.15 ÷ 16 = Bottles of spirits needed
Example:
For the same event:
(100) × (4) × (2) × 0.15 ÷ 16 = 7.5 bottles of spirits (let’s be honest, you’ll want to round up to 8 bottles).
Step 4: Adjust for Event Specifics
Not all events are the same, and sometimes you’ll want to adjust based on specific factors. For example:
Outdoor Events in Hot Weather: People tend to drink more in warmer climates, especially lighter drinks like beer and white wine.
Formal or Seated Dinners: Guests tend to drink more wine during sit-down dinners where the focus is on food pairings.
Cocktail Hours: If you’re having a dedicated cocktail hour, plan for heavier spirit consumption during that time.
Signature Cocktails: If you plan to offer a signature cocktail, you’ll need to adjust the spirits quantity accordingly and factor in mixers.
Step 5: Get Volume Wine from Kiepersol
We offer volume pricing on wine. Call us at 903.894.8995 and we can help you with wines and spirits for your event. You can browse our wine selections here.
Remember, every event is unique, but we hope this guide takes the drama out of planning so you can focus on time with your guests without worrying about the bar.
Kelly Doherty is the Branding and Marketing Director of Kiepersol. A photographer, graphic designer, and writer at heart, the winery and vineyard are the inspired backdrop for Kelly’s creative endeavors.
She holds a WSET Level 3 Award in Wines from the Wine and Spirits Education Trust, is a member of the Society of Wine Educators, and loves talking about wine.
