Describe how drinks will be served
Explain whether the event has arrival drinks, table service, a staffed bar or a host-managed drinks point. Say when demand is likely to change, such as the end of speeches or the arrival of evening guests. The person responsible for the drinks service should provide its space and equipment requirements.
This is a planning guide for marquee space, not a promise of an included bar service or permission to serve alcohol. Confirm the venue’s requirements and allocate any service, staffing or permission responsibilities through the appropriate event agreements.
Give the service a complete zone
| Part of the service | What belongs in the brief |
|---|---|
| Serving point | Supplier equipment dimensions and the proposed guest approach. |
| Queue and movement | How guests reach drinks without blocking entrances, dining or another activity. |
| Stock and equipment | Storage, refrigeration if required and supplier access. |
| Utilities | Actual equipment requirements for the power and service discussion. |
| Clearing | Who manages used items, waste and the area after service. |
Look at the busy moments
Walk through the running order with the drinks supplier. Will many guests arrive together? Does the bar stay open while food is being served? Could a queue meet the buffet queue or interrupt the route to toilets? These questions help the team consider positions, rather than simply placing a counter in an unused corner.
Include guest access needs and the route staff use to replenish stock. If the service is outside the main structure, discuss the actual location and relevant weather arrangements with the responsible suppliers.
List the agreed inclusions
Ask the written proposal to identify any bar furniture, glassware, equipment, delivery, setup and collection it includes. Separately record who supplies drinks and staff. Keep the final service position on the same plan used by catering and entertainment so a late change does not remove space another supplier needs.