Stocking Up: Beer And Wine For Your Wedding

Planning a wedding can be stressful, but buying the alcohol for your big day doesn't have to be. It's one of the biggest expenses for any wedding, but there are ways to cut costs. One of the savviest ways to save money is to find a venue that allows you to bring your own alcohol. This can drastically reduce costs as alcohol is a huge money-maker for venues and caterers, who often charge two or three times the original cost of the liquor.

If you're supplying your own alcohol, you'll need to decide what to buy. A full bar is costly, so you might want to stick to wine and beer. If you do decide to add in hard liquor, consider offering a couple of signature drinks to keep costs down.

When it comes to buying in bulk, it's best to visit a wholesale retailer or club store, like Costco or Sam's Club. You can also try a local liquor store, which may offer bulk rates and delivery. If you're in the US, Total Wine & More has a digital wedding alcohol calculator to help you work out how much you need, and they offer wedding consultations in select stores.

Don't forget to take the season into account. You'll probably need more white wine and rosé for a summer wedding, and more reds for a winter celebration.

And remember, it's always better to have too much than to run out, so buy more than you think you need. You can typically return anything that hasn't been opened.

How much beer and wine to buy

When it comes to buying beer and wine for a wedding, there are a few things to consider to ensure you have enough drinks for your guests.

First, it's important to know your guests. Take an inventory of your wedding attendees and their drinking habits. Consider how many are drinkers, and whether they prefer wine or beer. If you know your family are definitely going to want tequila, for example, make sure you have plenty of limes and salt to hand.

Next, decide on the types of beer and wine you will serve. It's a good idea to have at least two types of beer and two types of wine to provide options for your guests. If you're only offering beer and wine, you might want to consider having four choices of each for variety.

Now, you can start to calculate how much you need to buy. As a general rule, it's best to assume that each guest will have at least two drinks in the first two hours and then one drink per hour for the rest of the night. This equates to around five drinks per person. It's always better to have too much than too little, and you can return anything unopened.

For a guest list of 45 people, one source suggests buying 11 cases (24 bottles each) of beer and 5 cases (12 bottles each) of wine. This averages out to five bottles of beer and one bottle of wine per person. Another source recommends 50 bottles of wine, six bottles of spirits, and 150 bottles of beer for a 100-person wedding lasting three to four hours.

If you're serving champagne for a toast, you'll need about four glasses per bottle. So, for 45 people, you'll need 12 bottles (one case) for the toast.

Finally, don't forget to buy ice, and consider glassware and garnishes. It's also a good idea to have non-alcoholic options available, such as water and soft drinks.

Where to buy in bulk

Buying in bulk for a wedding can be a nuanced process, but there are many options to choose from.

• Liquor retailers or club stores: BJs, Costco, or Sam's Club are recommended by experts for buying in bulk. Costco is the largest retailer of wine in the US and offers wine at 10-20% less than other retailers. They also sell beer and liquor under their Kirkland brand, which is made by well-known companies such as Jim Beam and Grey Goose.
• Specialist services: Drizly, a liquor delivery app, offers a "White Glove Wedding Service" that takes care of everything drink-related, from selecting the alcohol to delivery on the day.
• Local liquor stores: Local liquor stores may be able to offer bulk rates and can give you advice on what to buy based on what they see customers drinking and returning. They may also offer delivery and pick-up services.
• Online: Virgin Wines is an online wine club that offers members amazing discounts.
• Specialist wedding retailers: Total Wine & More is America's largest independent retailer of fine wine and offers a complimentary wedding consultation with a certified wine professional. They also have a digital wedding alcohol calculator to help you work out how much to buy.
• Supermarkets: Trader Joe's is a good option if you're on a tight budget. Their Charles Shaw wine, also known as "Two Buck Chuck", is a popular choice for weddings.

Other Tips

• Buy more than you need: You can always return unopened bottles, and it's better than running out during the reception.
• Check the return policy: Ask your liquor retailer about their return rules. Cases of wine are often returnable if they haven't been cooled yet, and unopened juices and sodas can generally be returned too.
• Buy from places that allow returns: ACE Liquors, for example, will refund unopened bottles and also offer delivery and pickup services.
• Ask about bulk purchase discounts: Many liquor stores offer 10-20% discounts on bulk purchases.
• Look for liquor distribution centres: These often buy back any unopened bottles.
• Check state laws: In some states, you don't need a Costco membership to shop for alcohol there.
• Take out event insurance: If you're bringing your own alcohol, you'll likely need to take out event insurance with liquor liability.

How to save money

When it comes to saving money on beer and wine for a wedding, there are several strategies you can employ. Here are some detailed and instructive tips to help you plan accordingly:

Skip the Full Bar:

Opting for a beer-and-wine-only bar is a simple way to reduce costs. A full bar requires staples like rum, vodka, gin, and bourbon, plus mixers and a bartender. By sticking to beer and wine, you can avoid these additional expenses. If you want to include spirits, limit the selection to one or two types to keep costs down.

Supply Your Own Alcohol:

Choosing a venue that allows you to bring your own alcohol can result in significant savings. You can buy in bulk from liquor stores, which often offer case discounts, and return any unopened bottles afterward. This gives you greater control over your budget and minimizes waste. Just ensure your caterer is on board, as they may need to provide a permit or license.

Focus on Signature Cocktails:

Instead of offering a full open bar, create two signature cocktails, one for the bride and one for the groom. This reduces the variety of liquor needed and can make your wedding more personalized. Opt for simple recipes with accessible ingredients to cut down on costs and preparation time.

Limit Mixed Drinks:

Mixed drinks can quickly increase your costs, as they require an abundance of liquor to fulfill individual requests. If you want to offer variety, supplement your signature cocktails with wine and beer. If you do offer mixed drinks, consider having a cash bar for these specific requests to reduce costs.

Shorten the Bar Service Time:

Reducing the hours the bar is open will lower your costs. You can close the bar during transitions, such as from cocktail hour to dinner, or for the last 30 minutes of the reception. Most guests tend to drink the most in the first hour and then taper off, so adjusting your quantities accordingly can also help you save.

Choose Affordable Options:

You don't need to splurge on top-shelf liquor to please your guests. Many won't notice the difference, especially if the drinks are mixed with other ingredients. Opt for good-quality, mid-priced brands, and consider choosing one special spirit for a signature cocktail if you wish.

Skip the Champagne Toast:

While traditional, providing champagne for a toast can be costly. Instead, suggest that guests raise a glass with whatever drink they have. If you want to include champagne, consider a more affordable option like prosecco or cava.

Buy in Bulk and Return Unopened Bottles:

Take advantage of case discounts by buying in bulk from stores that offer them, such as Total Wine & More or BevMo. Additionally, source your alcohol from vendors that allow returns on unopened bottles to minimize waste and save money.

Provide Bottles at Tables:

Putting a bottle or two of wine at each table encourages guests to drink at a slower pace and helps you cut down on the total amount of wine consumed. Ensure your catering staff keeps an eye on the bottles and replaces them as needed so that guests don't feel restricted.

Limit Bar Staff:

Bartenders, waiters, and barbacks contribute to your overall alcohol expenses. Consider reducing the number of staff you hire or staggering their shifts to cover different parts of the event.

Daytime Weddings:

Daytime weddings often result in less alcohol consumption. Guests are less likely to drink excessively, so you can budget for fewer drinks. You can also offer daytime-specific drinks like mimosas, bellinis, and bloody marys, which can be more affordable than a full bar.

Use a Wedding Alcohol Calculator:

Online wedding alcohol calculators can help you estimate how much beer and wine you'll need based on the number of guests and the duration of your event. This prevents overbuying and ensures you stay within your budget.

Remember, the key to saving money is to be creative, plan ahead, and don't be afraid to make thoughtful adjustments to your beverage offerings.

What types of beer to buy

When it comes to choosing the types of beer to buy for your wedding, it's important to consider the preferences of your guests. Here are some suggestions and tips to help you make your selection:

• Variety is key: Offer different types of beers to cater to diverse tastes. This can include options such as American Lager (Coors Light, PBR), IPA or Pale Ale (Sierra Nevada), Wheat/Fruit Beer (New Belgium's Snapshot Wheat, Pyramid Apricot Ale, Blue Moon, or Shock Top), Pilsner (North Coast Brewery's Scrimshaw Pilsner), and Porter (Anchor Porter).
• Know your crowd: Consider the drinking habits of your guests. If you have a lot of beer enthusiasts, you might want to skew your selections in that direction. On the other hand, if most of your guests prefer wine or cocktails, you can offer fewer beer options.
• Consider the season: The type of beer you choose can also depend on the time of year. Lighter, more drinkable options like Corona or Modelo are great for summer weddings, while darker, heavier beers might be more suitable for a winter celebration.
• Local brews: If you or your partner have a favourite local brew, why not put it on the menu? It adds a personal touch and gives your guests a taste of something special.
• Amount to buy: It's always better to have more than enough. You can calculate the amount of beer needed based on the expected consumption rate of your guests. For example, for a group of 45 people, you might want to average 5 bottles of beer per person if the reception lasts 8 hours.
• Return policy: Check the return policy of your liquor retailer in case you buy too much. Some stores allow returns of unopened or unchilled bottles.
• Storage and presentation: Consider how you want to store and present the beer at your wedding. Bottled or canned beer might be more convenient than kegs, especially if you're concerned about leftovers. You can also provide mason jars for guests to pour their drinks into if you prefer not to have bottles and cans visible.

What types of wine to buy

When it comes to choosing the wine for your wedding, it's important to consider the preferences of your guests. If you know your crowd tends to favour red wine, for instance, then you should definitely stock up on a few options.

A typical recommendation is to have at least one red and one white wine, but you could also include a sparkling wine, a rosé, or even an additional red and white. This ensures that your guests have a variety of choices and can find something that suits their taste.

If you're looking for a good deal, it's worth checking out stores like Costco, Trader Joe's, or Sam's Club. These stores often offer discounted prices and deals on alcoholic beverages. For example, Trader Joe's sells Charles Shaw wine, also known as "Two Buck Chuck", which is a budget-friendly option. Costco, on the other hand, has its own Kirkland Signature store brand, which includes white-labelled products from well-known liquor makers.

Additionally, consider the time and location of your wedding. For daytime weddings, people might drink less, so you can round down your numbers. If your wedding is taking place during the summer, chilled white wine, rosé, light beer, and bubbly might be more popular. On the other hand, a winter wedding might call for more warming reds.

• Pinot Grigio or Sauvignon Blanc
• Prosecco or Cava for a cost-effective alternative to champagne
• Moscato - a sweet, white wine
• Yellowtail or Barefoot wines offer large bottles for around $9.99

Remember, it's always better to have more than enough wine than to run out during the reception. You can return any unopened bottles later if you've bought too much.

Frequently asked questions