Prepping The Perfect Drink Station with High-Quality Bar Rentals
Many people think a bar setup is just a place where drinks are served. However, in events, it can also become the ideal spot for attendees to socialize — if you design it well.
That said, prepping the ideal bar setup is a challenge in itself, especially when there are so many bar rental options available all around. For high-end events, it gets even trickier because the stakes are high, and you need to be 100% sure that the layout, drink menu, equipment, and design are all perfect to the dot.
In today’s guide, we’ll help solve this exact problem by exploring various bar rental options and helping you select the one that meets your budget and event requirements. Additionally, we will guide you through the legal considerations of renting a bar. Let’s begin!
Browsing Bar Rental Options
Before anything else, you first need to identify your requirements for the bar. Do you want to go with portable setups or permanent installations, indoor space, or outdoor bar tables, and follow a theme or go with a utility design?
Portable Bar vs. Permanent Installations
If you need a temporary bar for a one-day event, portable bars might be the answer. They are great for weddings and outdoor gatherings, or anything short-term. Essentially, portable bar installations are mobile units that you can easily move, set up, and break down at the end of the event.
On the other hand, if you require a solid and long-term setup, then you may opt for permanent bar installations. Note that these are more expensive and require more complex logistics. However, they also offer a sturdy, high-end aesthetic, making them ideal for different types of events, especially multi-day festivals or large-scale events. You can even create a custom aesthetic or set up add-ons for a permanent bar!
Indoor vs. Outdoor Bar Setups
After you have chosen the mobility of your bar setup, the next step is to decide where you want the setup to be. Do you want an indoor setup or an outdoor setup? Note that the answer to this question largely depends on your event’s location and style.
Typically, indoor bar setups are more elaborate and can feature detailed decor, lighting, and a wider range of drink options for any private party. These setups also work well for open bar events or venues with established aesthetics.
On the contrary, we highly recommend outdoor setups for a backyard party, beach wedding, cocktail party, or other rooftop events. However, note that these setups are more casual and need to be made weather-resistant. So, if you decide to go with the outdoor setup, consider umbrellas or canopies on the bar for sun or rain protection for a successful event.
Utility vs. Thematic Bar Designs
The next step is to decide on the style of your bar. The style of your bar setup can range from simple utility designs that are practical to elaborate themes that offer aesthetic appeal.
Utility bar designs focus on functionality with a straightforward bar counter, essential drink selections, and mobile bartending services. On the other hand, thematic bar setups allow for customization, making them perfect for personalized events like weddings or milestone parties.
Moreover, the utility bar setup works best for corporate events or casual gatherings where the bar isn’t the focal point. However, if you want to add a personalized touch to every corner of your event, consider thematic bar setups. Let’s discuss the benefits of customizing your bar setups.
4 Benefits of Custom Bar Configurations
Customizing your bar rental setup can enhance both the functionality and aesthetic appeal of your event. Here are four key benefits of opting for a personalized bar configuration:
1.Tailored to Your Event’s Theme
A customized bar allows you to tailor your setup to your event’s theme. Consequently, when every corner of your event speaks the same tone, it enhances your event’s atmosphere, creating a unique and cohesive experience for guests.
2.Better Guest Flow and Accessibility:
A custom bar layout offers flexibility, allowing you to design the space according to the specific size and layout of your venue. With this setup, you can effectively customize the arrangement to minimize congestion and ensure that your guests can easily access drinks without having to wait in long lines.
3.Enhanced Guest Engagement:
Personal touches like branded menus, themed decor, or signature cocktails encourage guest interaction. Remember, a unique bar setup can become a talking point, making your event more memorable.
4.Maximized Functionality:
Lastly, you can incorporate additional features in custom bars like specialized glassware, custom lighting, or cocktail stations, which will allow for a smoother, more efficient service. With maximized functionality, your guests not only experience a memorable event but your bartenders also take a sigh of relief.
So all in all, opting for a custom bar configuration will allow you to create a bar setup that perfectly matches the vision of your event while enhancing practicality.
Assessing Your Bar Setup Needs
An attractive bar setup not only enhances the visual appeal but also facilitates a seamless bar service experience for guests during the event. But to make that happen, you first need to assess your bar setup requirements and ensure your equipment suits your event’s needs and logistics.
How to Determine the Right Size and Style
Choosing the right bar setup starts with understanding the size of your guest list and the flow of your event. For small events like a backyard barbeque party, a compact bar table that fits 1-2 bartenders might be sufficient. However, larger events may require a longer, more spacious bar setup to accommodate multiple bartenders and ensure efficient service.
Moreover, your event’s style will also play a key role in determining the appropriate bar setup. For formal events like weddings, a sleek, elegant bar with high-end decor will be more suitable. On the other hand, for casual gatherings, a more laid-back or rustic bar setup will offer the best value for its cost.
Matching the Bar to the Event Theme
The expert event planners believe that despite the event type, your bar should seamlessly blend with the theme of your event and enhance the overall aesthetic. The rule of thumb says:
- For formal events, choose classic bar counters with elegant decor, such as polished wood or mirrored finishes, to elevate the sophistication of the event.
- For themed events, consider fun options like a tiki bar for tropical parties or vintage bars for a retro feel. Custom drink menus or themed glassware can further integrate the bar into the event’s design.
Essential Equipment and Accessories for Bar Rentals
While matching the bar setup with your event theme is important, beyond aesthetics, you also need to ensure that your bar is well-equipped to provide a great guest experience. You can consider essentials like glassware and ice that need to be sufficient for each guest. Moreover, you also need to ensure that your bar has all the necessary garnishes, mixers, and tools required to make signature cocktails.
Choosing the Right Bar Services
Now that you know what you need for your bar setup, the next task is to look for the right bar service provider. Selecting the right bar service provider ensures your event runs smoothly. Beyond just renting a bar counter, you’ll want a service that takes care of all aspects of the bar setup, including bartending and potentially even beverage planning.
What to Look for in a Bar Service Provider
Many inexperienced event planners and hosts have little to no idea what to expect from their ideal bar service provider. Not knowing what to look for in a bar service provider, they often end up partnering up with the wrong partner. When choosing a bar service provider for your event, consider these key factors:
- Experience and Reviews: Bar service providers with a solid reputation are what you need to look for. To find the best partner, you can check reviews or request testimonials and get a fair sense of their service quality.
- Range of Services: You’d also want to look into the range of services offered to you. Some providers offer just the bar setup, while others include bartending services, drink packages, bar catering, and equipment. Your chosen provider must cover all your needs, from setup to cleanup, leaving no room for ifs and buts.
- Customization: If you’re aiming for a themed event, it’s essential to know if the provider can customize the bar setup to fit your theme. The customization may include offering specific drink menus, custom bar counters, or decorative elements that match your event’s aesthetics.
Comprehensive Plans with Both Infrastructure and Event Bartenders
For a truly hassle-free experience, consider a provider that offers comprehensive bar setups, including everything from the physical bar counter to glassware, mixers, and all necessary equipment.
You can look into professional bartending service bundles to save yourself from the hassle of hiring event staff separately. Moreover, go for an experienced bartender rental that is skilled in both basic service and crafting specialty cocktails. While experienced bartenders may cost you more, they will enhance the guests’ experience.
Some bar service providers will offer customizable drink packages, which can include a set selection of spirits, beer, wine, and mixers, all tailored to your event’s preferences. So all in all, choose a provider that offers both infrastructure and bartending services. By doing so, you can simplify your planning process and ensure a seamless, enjoyable bar experience for your guests.
Factors Affecting the Price of Bar Rentals
A bar setup is a stunning addition to your event. However, it’s understandable if you don’t allocate a heavy budget for it as most of your focus will be on the venue, catering, and other essentials. If you understand the factors that influence the cost of a bar rental, you will be able to budget effectively and avoid hidden cost surprises.
How to Budget for Bar Services at Events
Several key factors will affect the overall cost of renting a bar for your event:
- Event Size: Larger events require bigger bar setups and more bartenders, which naturally increases the cost, whereas a small gathering may only need one or two bartenders.
- Duration of Service: The longer the event is, the more hours you’ll need bartenders and bar services.
- Bar Type and Customization: Standard bar setups with basic services will cost you less, but you can expect to pay more for a premium or themed bar setup with custom elements.
Hidden Costs to Watch Out For
Some costs are evident and discussed before signing the contract while others are not discussed but are there on the paper. So be mindful of potential hidden costs when budgeting for your bar rental. Some of the hidden costs include:
- Setup and Breakdown: Some companies may charge extra for setup and breakdown time, especially if it’s outside of their standard service hours.
- Corkage: If you’re supplying your own alcohol, some venues or service providers may charge a corkage fee for handling and serving beverages to your guests.
- Gratuities: Some bar rental companies charge gratuities in their final bill, while others may leave that up to you. In any case, consider checking if gratuity and service charges are included or need to be added.
Once you understand these factors that affect bar rental costs, you will be able to better manage your budget by cutting off unexpected expenses.
Finding Reliable Bar and Bartending Services
Finding the right bar rental and bartending services is important not only for your budget but also for your overall event experience. You want professionals who can handle both the logistics and the fun side of things too, which is keeping guests happy while ensuring everything runs smoothly behind the scenes. So, where do you start?
Vetting Providers with Online Reviews and Testimonials
Start by looking at online reviews. Sites like Yelp, Google, and specialized event planning platforms often have detailed reviews from previous customers. However, don’t just rely on star ratings. Instead read the actual comments too, to see how the company handles the challenges.
Moreover, it’s also worth asking for testimonials from friends, family, or colleagues who’ve hosted similar events before. A personal recommendation from someone you trust can be more valuable than an online review, giving you firsthand insight into the service quality.
Top Bar Equipment Rental Companies in LA
If you’re hosting events in major cities like Los Angeles, it is a must for you to find a reputable company with experience in high-profile or large-scale events.
Companies like Premier Staff, Opus Rentals, and Big Blue Sky offer a range of bar setups, from sleek modern counters to rustic, themed designs, ideal for upscale events or corporate parties. On the West Coast, Hollywood Event Rentals and LA Party Rents have a variety of customizable options that cater to the entertainment industry’s high standards.
That said, Premier Staff also offers its services in all other major cities and offers bartenders to take care of the rest. So, before you rush off to search for “bar services near me” – know that we’ve got you covered!
Bar Setups for Special Occasions
When you rent a bar, you are not obliged to follow any fixed template. Instead, you can personalize your bar setup to match your event’s theme and occasion, creating a unique and memorable experience.
Innovative Ideas for Themed Bar Environments
Personalizing your bar setup is about creating a unique atmosphere with whatever elements are available. For instance, in a formal event, such as a black-tie wedding, you can choose an elegant, polished bar counter and add floral arrangements with mood lighting. Moreover, if you plan a vintage theme, consider setting up a modern speakeasy bar with dim lighting and jazz music, and if possible, ask your bartenders to dress in period attire.
Examples of Customized Drink Menus
There are lots of ways to customize and personalize your bar setup such as offering a customized drink menu. If that’s too easy, then take things one level up and make sure the menu also aligns with your event’s theme. For instance, at a wedding, feature a customized drink menu where signature cocktails are named after the couple being married. Moreover, you can also tailor the drink menu to your guests’ preferences by offering mocktails, unique craft beers, or a selection of local wines.
Legal and Safety Considerations
Adding a bar setup at your event enhances the atmosphere of your venue and creates memorable experiences for guests. However, to avoid any unwanted issues with the legal authorities, you will need to keep a few legal and safety obligations in mind. Let’s understand the laws that you will need to adhere to and discuss the standard equipment requirements for a safe bar setup experience.
Ensuring Compliance with Local Alcohol Laws
Regardless of whether you are hosting your event at a rental venue or a private location, you need to be compliant with the state laws for alcohol. For this, you will need to confirm all the necessary permits well in advance.
That said, here are the main points to keep in mind:
- Some venues include liquor licenses in their rental agreements, but if not, you may need to apply for a special event license.
- Some regions have restrictions on ‘when’ you can serve alcohol, so you need to ensure your bar service fits within those serving hours.
- When you hire a bartender, ensure that they are strict about checking IDs to confirm guests are of legal drinking age. If not, train them accordingly.
- Double-check whether your city or state has any specific alcohol laws related to public or outdoor events. Some areas may impose limits on alcohol service locations, especially in public parks or outdoor venues.
Equipment Check for Proper Alcohol Service
Next, you need to check if all your equipment is in place. This is an essential step as it helps provide smooth bar service while ensuring safety for each guest. So before the event starts, ensure that everything is working properly.
Start with going over the refrigerator to ensure that drinks are properly chilled and there’s enough ice for cocktails and refreshing non-alcoholic beverages. Next, if your bar is using electric coolers or kegs, check that all wiring and power sources are safe and appropriate for outdoor or high-traffic areas.
Lastly, check if the bar counter is sturdy and well-placed, with easy access for bartenders and enough space for guests to move freely without overcrowding.
Enhancing Guest Interaction Through Bar Design
A well-designed bar setup not only serves drinks but can become a cornerstone of interaction and fun for your guests. If you strategically design the bar layout and placement, you can improve the overall flow of your event and enhance guest experiences.
Using Bar Placement to Improve Flow and Accessibility
Where you position your bar can greatly influence guest movement and interaction. A poorly placed bar might create bottlenecks or leave guests waiting in long queues. Here’s how to optimize your bar placement for the best guest experience:
Position the bar in a spot that’s easy to access from all areas of the venue. For larger events, consider setting up multiple bar stations to prevent crowding. This not only improves accessibility but also keeps guests engaged by providing different themed stations for different drink options. Next, keep adequate space near the bar area for guests to move in and out without blocking walkways or other parts of the venue.
If you thoughtfully place your bar and incorporate interactive elements, you can encourage better guest flow and make the bar a social centerpiece for the event.
Conclusion
Having the perfect bar rental for your event isn’t just about a place to serve drinks—it’s about shaping the overall guest experience and enhancing the atmosphere. However, that atmosphere will soon turn blue if your bartenders are inexperienced.
As much as the bar’s functionality matters, without the right bartenders, it will turn your event into a horror show. Imagine your guests waiting in the long queues only to get served with a badly crafted drink—totally ruining the guest experience.
However, you can avoid all of that by partnering up with Premier Staff which provides professional bartenders who have years of experience behind their back. Whether you require bartenders for corporate events or weddings, our bartending services will ensure a smooth event from start to finish.
Click here to book top-tier bartenders to man your mobile bars!
