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Event Tip Sheet: Beverages

June 29, 2010

Here is a great quick tips sheet from Jeff Hurt’s Midcourse Corrections blog for those appointed to handle meeting logistics for their company’s meetings and need some insight.  Very useful information.  Thanks Jeff!

Morning Beverages

Amount to serve:

  • 1 gallon regular coffee per 30 attendees
  • 1 gallon decaf coffee per 75 attendees
  • 1 gallon hot water (for tea) per 100 attendees
  • Provide soft drinks and bottled water for 25% of the group

Tips:

  • 1 gallon fills 21 6-oz cups
  • 1 gallon fills 16 8-oz cups
  • 1 gallon fills 10 12-oz cups
  • Some hotels will let you order half-gallons
  • Order bottled water and soft drinks on consumption instead. If you do, be sure to conduct an opening and closing inventory.

Beverages For Breaks

Amount to serve:

  • 1 gallon regular coffee per 50 attendees
  • 1 gallon decaf coffee per 50 attendees
  • 1 gallon hot water (for tea) per 100 attendees
  • Provide soft drinks and bottled water for 70% of the group

Tips:

  • Order bottled water and soft drinks by consumption

Evening Banquet Beverages

Amount to serve:

  • 1 gallon regular coffee per 30 attendees
  • 1 gallon decaf coffee per 30 attendees
  • 1-2.5 alcoholic drinks per person, per hour at an open bar

Tips:

  • 25 1-oz drinks in a 750 mL bottle
  • 33 1-oz drinks in a 1 L bottle
  • 4-5 glasses of wine per 750 mL bottle
  • Size of drinks can vary greatly among bartenders
  • Ask bartenders to use a pouring-control system to contain costs
  • Conduct an opening and closing inventory to confirm proper amount charged.

Staffing

Service ratios:

  • 1 bartender per 75-100 attendees
  • 1 cocktail server per 50 attendees

Your mileage for beverages may vary based on length of breaks, outside temperature and male-female mix.

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