Bar & alcohol calculator

How to use it step by step

Enter only the guests who are of legal drinking age, which is 19 in Ontario, and the number of hours the bar will actually be open. If the bar closes during speeches or dinner service, subtract that time. Choose the crowd type that best describes your guests: a weekday lunch drinks far less than a Saturday wedding. Then pick the drink mix you plan to offer. The calculator returns a total drink count, the stock to buy in bottles and cans, mixers, ice, a recommended bartender count, and a reminder about permits.

What the numbers mean

A standard drink in these calculations is one bottle or can of beer, one glass of wine of roughly 150 ml, or one mixed drink with a single measure of spirits. A 750 ml bottle of wine pours about five glasses. The quantities include a modest buffer, because running out is worse than storing leftovers. If you buy from a retailer that accepts returns of unopened product, ask about the policy before the event so you can stock generously and return what remains.

Ice is the item people most often underestimate. The figure here covers drinks and chilling; on a hot day outdoors, or if you need ice for coolers, increase it.

Assumptions and limits

The model assumes drinking is heaviest in the first hour and slows later in the evening. It does not know your guests. A crowd with many non-drinkers, a religious or cultural celebration where alcohol is limited, or a younger group that favours cocktails will change the mix. Use the result as a planning figure, then adjust with someone who knows the guest list. Always offer appealing non-alcoholic options; they reduce consumption and are increasingly expected.

Common mistakes and timing

• Counting all guests, including children and non-drinkers, as drinkers.
• Booking too few bartenders, which creates queues and encourages guests to order two drinks at once.
• Forgetting cups, garnish, bottle openers and a place to keep stock cold.
• Applying for a permit late, or assuming a private home event never needs one.

Run the calculator once the guest count is roughly known, usually two to three months out, and again after final RSVPs. If you need a Special Occasion Permit, the permit guide explains the types and timelines, and the Academy lesson on bar packages compares buying your own alcohol with a venue or caterer package. For food quantities, pair this with the food and drink calculator.