FAQ - Frequently Asked Questions:
Q: How many Bartenders do I need?
A: The rule-of-thumb is 1 Bartender for every 75/100 guests. For parties, longer than 4-5 hrs, with labor intensive cocktails (Mojito, etc), or where the bar will be moved at some point we also recommend having more than 1 Bartender.
Q: What is a good length of time for bar service?
A: Most corporate events are 2-3 hours long. House parties 4-5 hrs. Weddings 5 hours is the optimal time, after that people start leaving and losing interest. After the 5-hour mark we see a dramatic increase in guests becoming intoxicated, being “cut-off”, damage leading to lost deposits at wedding venues, fights, etc. Many wedding venues will only allow alcohol service for a period of 5 hours and that is a great guideline to follow. Don’t let the last hour of the night ruin an otherwise lovely evening. Let the drunks head to the local hotel bar and let the parents, kids, older guests go home at a decent hour!
Q: What about Gratuity?
A: Gratuity is not included in our pricing but can be handled in several ways. We can use a discreet tip jar which is generally acceptable for weddings and festivals. We can add an amount to your invoice which is generally preferred for smaller gatherings and corporate events. You can opt to handle it in cash directly with your Bartender at the event. You just let us know whatever method you deem appropriate for your individual event.
Q: I'm thinking about a portable bar why do I need one?
A: Portable bars are a nice touch. They look nice, lend an air of sophistication/professionalism, and increase the Bartenders efficiency. They also hold ice longer because they are insulated. The bars are mobile so you can alter the layout of your event from the cocktail hour to the reception for instance. They look nicer in photographs (weddings) instead of using a plastic table. The bars that we have available for just $75 (plus delivery) rent from other companies for $150+
Q: How much space does your portable bar require?
A: We will need roughly an 8'x8' space. This includes space for a 6ft table behind the bar which the client/venue should provide. The table provides valuable under-storage and is necessary when using glassware. The table is optional if using plastic cups, but still looks better. The actual dimensions of the bar itself is 61" long x 30" wide. Bar fits thru any standard size door and wheels around like a dolly.
Q: I got a price quote but am not sure when I should put down a deposit or make final payment?
A: A price quote is NOT a contract and does NOT reserve anything. We sell out on many dates several months in advance especially during holiday & wedding season. We recommend reserving your date as far in advance as possible. Final payment is due a minimum of 10 days prior to the event date, see your contract for details.
Q: Who keeps the leftover supplies?
A: Whoever brings the supplies keeps the leftovers. Bar Service keeps their leftovers; guests/clients keep anything they supplied.
Q: My favorite restaurant is catering my event and they have a liquor license at the restaurant so I am all set, right?
A: Not necessarily! From the AZ Department of Liquor Licenses website: "A restaurant license permits the sale and service of alcoholic beverages for consumption only on the licensed premises" and does not apply to off-site events.
Q: Do you have a Liquor License?
A: No Bar Service does because there is no such thing as a Mobile Liquor License in Arizona so we cannot SELL alcohol (see below) but we can SERVE alcohol because we have Liquor Liability Insurance. We work with Cork & Bottle and/or Total Wine to provide a seamless full-service package. We carry a $2M Liquor Liability policy, general liability, auto coverage and 500/500/500 Workers Comp. If you want to charge for drinks you can apply for a #15 Special Event License from the AZDLLC. These licenses are generally reserved for charitable organizations/fundraiser events. WE ARE A LICENSED SPECIAL EVENT CONTRACTOR FOR THE STATE OF ARIZONA.
Q: Can we have a cash bar?
A: If is implied that cash is being exchanged for drinks or that guests are buying tickets to exchange for drinks you must have a #15 Special Event License issued from the Arizona Dept of Liquor Licenses & Controls. It is the client/charitable organization’s responsibility to apply for the license. You still need insured bartenders (that is where Hey, Bartender! comes in) to do the actual pouring and provide the proof of liquor liability insurance. Bartenders can take cash for drinks or you can sell drink tickets at the registration table and Bartenders can accept the tickets in exchange for drinks. Any Cash/Bank, Cash Drawer and/or Drink Tickets are to be provided by the client. Contact AZ Dept Liquor Licensing & Control 602-542-9032 www.azliquor.gov/series15.cfm
YES, WE ARE A LICENSED SPECIAL EVENT CONTRACTOR FOR THE STATE OF ARIZONA.
Q: Why would I do a full-service beverage package?
A: Convenience and Value. We often shop from 5-6 different stores for our supplies. Most do-it-yourself clients tell us afterwards that it was a lot more work than they thought and that next time they are just going to have us handle the provisions.
Q: I ordered one of your beverage packages, but I want to bring a special beverage of my own is that OK?
A: Absolutely. We choose the brands & selections that are included with our packages because they have proven to be the most popular across all demographics of clients over the years. Any special items you want to supplement our package with you may bring those items yourself if anything you bring to the event is given directly to the Bartender and they are the only ones that pour it. Our insurance will still cover everything. We have had clients supplement our packages with home-brew beer, champagne, gluten-free / sugar-free drinks, regional spirits, and any number of other things in the past.
Q: How many drinks come with your beverage packages? Have you ever run out?
A: We bring plenty of supplies for an adult style cocktail party (no shots). Supplies are generous and we base our quantities on the several hundred successful events we do each year. Supplies are obviously not "endless" as your dollar amount only buys so much product. On occasion, we may run out of one brand of beer, but we have never completely run out of beer, wine, or hard alcohol. We also ask right up front if your group has a drink preference so we can stock a little extra of that selection. Supplies are calculated at 6 drinks per guest (industry average consumption is 3.5 drinks per guest) for weddings, and 3 drinks per guest for corporate events. Big Boy may have 8 drinks, but Grandma will probably just have 1 so it averages out.
Q: Why do your beverage packages not allow shots?
A: Most wedding venues do not allow shots anyway. Many brides request that we do not allow shots because they want to get their security deposit back. Over the years, we have found that 99% of all problems (fights/arguments, vomiting, property damage, DUI, running out of booze) is attributed to the small handful of guests that want to do, and coerce others into doing, shots. This measure also helps ensure that liquor laws pertaining to the service of alcohol to intoxicated persons is followed and that we do not run low on supplies. Take our word for it 99% of the guests will not miss it.
Q: Can we have bottles of wine/liquor on the tables or self-serve beer tubs?
A: No. Our insurance requires that only the Bartender pours the alcohol. Pouring it yourself at the table would nullify our insurance and put all the liability directly on the client/venue.
Q: We have several underage guests and we would like them to be able to have a few cocktails with their parents’ permission this is OK, right?
A: NO. It is illegal for an underage person to consume or possess alcohol. It is illegal to furnish an underage person with alcohol. Our Bartenders are required to follow all Arizona liquor laws. Next question.
Q: What area do you service?
A: We will go anywhere in the state depending on dates and delivery requests. Our standard delivery area is anywhere within a 25-mile radius from Sky Harbor Airport.
Q: What about trash removal?
A: We are happy to take trash to any receptacle ONSITE. We cannot take trash OFF SITE with us. The client/venue needs to provide trashcan(s) for the bar as well.
Q: What about a champagne toast for our wedding?
A: Great idea, although becoming quite common to skip the champagne toast and have guests simply "raise their glass" of whatever beverage they are already enjoying. Usually, the first thing cut out of a reception due to budget is the champagne toast. We can provide the champagne and plastic cups as part of our beverage package for an additional $1.75/guest or we can serve whatever you provide in whatever serving vessel you provide. Think about how/when/where you want the champagne to be poured. It is labor intensive and will take the Bartender away from their duties behind the bar and it takes multiple people to pour at the table. Check with your caterer to be sure they allow their staff to serve alcohol. Some do, some do not. Champagne is the one area where we allow (and need) someone other than our staff to pour alcohol.
Q: Do you provide Kosher Wine?
A: As of now we do not provide kosher wines in our packages
Q: Do you have "Flair" Bartenders?
A: No, I do not have any flair-tenders on staff. They are not easy to come by in AZ as most of them work in Vegas for the big bucks.
Q: What about water for the guests?
A: Water for guests who are arriving early to help decorate or who arrive prior to the scheduled start of bar service needs to be arranged to be provided by the venue or the caterer or the host. We see it all the time that nobody thinks of this important provision! If it goes on the dinner table, it needs to be provided by the food caterers. They handle the tables; we handle the bars. Our beverage packages do include water so if clients want to order water from the Bartender we will have some, but we will not have enough to supply table service if the caterers forget to include it in their supplies. We always recommend having a self-service water/tea station set up as early as possible so guests have access to hydration prior to the event or wedding ceremony and throughout the event.
Q: Can you provide glassware?
A: No, we do not provide glassware. It should be rented from a party supply store or provided by your caterer as it must come from a commercially inspected kitchen facility. Our beverage packages come with nice clear plastic cups. If you add the optional Champagne Toast, we will provide plastic cups for the toast. We are always happy to use whatever glassware is provided to us when we get there.
Q: How much glassware should I rent?
A: Rule of thumb is 1.5 pieces of glassware per person for the first hour and 1 per person for each addition hour. For 100 guests 250 glasses are needed for a two-hour party: (100 guest x 1.5 first hour = 150 glasses) + (100 guest x 1 second hour = 100 glasses). For champagne toasts add another 1 glass per guest.
Q: What if we are having a keg?
A: If you are having keg beer we strongly suggest you get a package deal from your provider which includes the tap, circular tub, 14/16oz cups, and ice. It is also helpful to have a few plastic pitchers on hand as this will make service faster. We do not offer kegs in any of our alcohol packages so we do not have these items in our inventory nor available to rent. The keg can take quite a while to cool down so it should have some ice on it as early as possible and not be left out in the sun. Otherwise, it will take a disproportionate amount of the ice brought for the bar and may lead to supplies running low. Tap the keg at the party store to be sure that the tap and keg are in working order, do not wait until your event starts to find out that something is broken!
Q: How many beers in a keg?
A: Keg Specifications for U.S. 1/2 Barrel (15.5-gallon Standard Keg)
12 oz. Case Equivalent = 6.8 Cases
12 oz. /can or bottle Servings = 165
16 oz. /pint servings = 124