Wedding Bar Planning: The Ultimate Checklist & Expert Tips for a Flawless Experience
Feb 16, 2025
Planning your wedding bar involves more than just mixing drinks and pouring champagne—it’s about creating an enjoyable, stress-free experience for you and your guests. At Chesapeake Bartenders, we’ve seen it all, and we know that a well-organized bar can make all the difference.
Below is a comprehensive checklist and helpful tips to ensure your wedding bar is nothing short of amazing. From logistics and add-ons to insider tips on avoiding long lines, we’ve got you covered!
For our wedding couples in Maryland, Delaware, DC and Virginia, please read through this 2- 3 months before your wedding. It is really important we have every little detail covered so we can deliver the wedding bar experience you dreamed of!
Checklist: What We Need to Know
To help us provide seamless service, please review the checklist below and send us any missing information so we can keep everything organized in your client folder.
- Wedding Planner/Day-of Coordinator: Yes/No (If yes, what is their name and contact info?)
- COI (Certificate of Insurance)
- Updated Guest Count
- Will trash cans and trash bags be provided for the bar? Yes/No
- Who is responsible for trash removal? (Are there dumpsters on-site, or is trash driven off-site?)
- Is the catering company providing water? Are they taking their own trash when they are finished?
- Do you have a timeline to share with us?
- Have you shared your vision board/Pinterest board with us so we can ensure your décor and custom menu match?
- Load-in and vendor parking: Who is the best contact at your venue to review these details with?
- Outdoor Bars – Is there a rain contingency plan?
- Outdoor Bars – Is there lighting at the bar when the sun goes down?
- Floorplan – Do you have a floorplan you can share with us?
- Floral – Do you want floral on the bar?
- Who should our team contact when they arrive on-site for setup?
Wedding Bar Checklist For Couples
You can also download a PDF to print out here:
Wedding Bar Add-On Ideas
Want to make your bar experience even more memorable? Here are some fun and functional add-ons to consider:
Bourbon Bar or Drink Station
Display a selection of bourbon, scotch, tequila, or dessert liqueurs (Bailey’s, anyone?) on our beautifully styled drink station—a great complement to the main bar.
Add-on for $50
The bourbon bar signage was custom made by Kate Slayton Lettering – we highly recommend checking her out as she ships throughout the United States!
Photo by Lisa K Photography
Business & Pleasure Umbrella
For outdoor receptions, this oversized and classic umbrella keeps chilled drinks cool, prevents ice from melting too quickly, and offers shade for our bartenders.
Add for $100
Lighting Solutions
Once the sun goes down, good lighting is essential to keep the drinks flowing. (Otherwise, you might end up with an orange crush made with gin—oops!) We offer a variety of lighting solutions, including venue lighting and mobile Edison string lights.
Our Favorite Solution: Battery-Charged White Bar Top Lights – you can order these online, or we can provide them for you as a rental.
Add on Bar Lights To Your Wedding Bar Service
- $50 for 4 (2 for front bar, 2 for back bar)
- $35 for 2 (both for front bar)
OR
Purchase these cordless lights for your wedding bar here:
*We earn a small commission if you purchase these lights, which helps support our small business. We only recommend things we love, so we hope this helps!
Custom Bar Menus
We work with talented artists like Kate Slayton Lettering and Lucky Kat Designs to create custom menu designs that match your wedding theme. If you prefer a fully custom menu, send us examples of bar signage you love, and we’ll provide a quote.
Pictured Below – a custom signature cocktail menu from Kate Slayton Lettering, featuring beautiful bar florals from Three Little Buds.
Photo By: Lisa K Photography
Coffee and Cold Brew Station
We get a lot of requests for espresso martinis, but did you know we offer coffee bar packages as well? Our commercial-grade equipment can brew fresh coffee, hot cider, and hot chocolate. This package includes a custom coffee bar menu, creamers, non-dairy options, custom-color cups with lids, stirrers, and cold brew.
Pictured below: coffee bar set up by Chesapeake Bartenders for a Galentine-themed bridal shower at 1631 Venue on Kent Island
Florals
My most favorite wedding bars contain some element of florals. After all, florals are a significant part of your reception aesthetic, but I rarely see couple’s adding floral to the bar. I highly recommend doing so, along with these tips for adding flowers or greenery to your wedding bar:
- Opt for a petite floral accent for the bar (big florals take away from surface area the bartenders need to build drinks)
- As pictured below in a creation from Three Little Buds Floral of Maryland, add a gorgeous floral cloud down the side of the front serving bar. This ensures the floral is not in the way of the bartender, but makes for a stunning bar facade
- Include small accent tables flanking the front of the bar with small floral arrangements
How to Avoid Long Bar Lines at Your Wedding
The busiest time for our bartenders is right when the bar opens—either at cocktail hour or the main reception. Why does this happen? Everyone makes a beeline for the bar, and a line forms quickly. While our bartenders are talented and fast, there are several factors that impact how quickly we can get a drink in everyone’s hands.
It’s really important to set the right expectations, and we want to be fully transparent so you receive the seamless wedding bar service you envision.
Avoid Complex Craft Cocktails During Cocktail Hour
I get a LOT of pushback on this one, but as someone with two decades of experience, I’ve seen this scenario play out countless times:
His signature drink is an old fashioned, and hers is an espresso martini. These drinks are meaningful because they were what they ordered on their first date, so naturally, they want them featured as their signature drinks. The problem? Both drinks take about three times as long to prepare compared to pouring wine or opening a bottle of beer. This slows the bar service significantly.
Does This Mean You Can’t Have Signature Drinks During Cocktail Hour?
Absolutely not! This is YOUR day, and we’re here to bring your vision to life. However, if you want more complex cocktails during cocktail hour, we’ll need to work together to make sure we have the right resources.
Our Solutions for Minimizing Bar Lines
-
Additional Staff:
Yes, there is an added cost, but it makes all the difference. To execute a cocktail-heavy menu efficiently, we recommend adding a barback and/or another bartender to float through the cocktail hour with a tray of pre-poured drinks. This reduces pressure on the main bar and keeps the line moving.
-
Pre-Poured Cocktails:
This is a fantastic option for mojitos, margaritas, rocks-style drinks, and martinis. Our team can begin prepping your signature drinks about 20 minutes before the bar opens to ensure they’re ready to go when guests arrive.
Why Beer and Wine-Only Cocktail Hours Are a Great Option
In my experience, many couples opt for beer and wine only during cocktail hour to avoid the stress of long lines. Beer and wine are the fastest drinks to serve, allowing bartenders to work efficiently and serve more guests in less time.
Cocktail Hour and Main Reception in Different Locations
It’s common for cocktail hour to be in a separate location—outdoor patios, porticos, or other areas separate from the main reception bar. While this is a great way to use different spaces, it does require some extra planning.
- Set-Up Time: We essentially set up two bars instead of one, delivering ice, alcohol, and supplies to both locations.
- Bar Back Support: A barback ensures smooth transitions between bars by moving ice, alcohol, and equipment while the bartender serves guests.
- Glassware: If you’re opting for glassware instead of plastic, we’ll need additional tables to store it.
Trash Removal: What You Need to Know
Trash removal is often misunderstood. Our team is usually the last to leave, and if catering companies leave trash behind, guests may expect us to clean it up. Unfortunately, this is not a standard part of our service (though we do offer it as an add-on).
Key Considerations:
- Is the catering company taking their trash upon departure? Get this in writing.
- What are the venue’s rules for trash and recycling? Please share this information with our team.
- Are caterers proactively clearing tables? This helps prevent buildup.
- Will there be trash cans at the bar? If not, we rent trash cans for $25 (includes two cans + bags).
- Off-Site Trash Removal: Available upon request; we send special vehicles for this service.
Water Station: Keep Your Guests Hydrated
Having enough water is crucial, especially for outdoor or summer weddings. Here’s how to ensure your guests stay hydrated:
- Filtered Water: Included in our classic wedding bar package for guests passing by the bar before the ceremony.
- Self-Serve Water Station: We can set up a station near the bar that bartenders will replenish throughout the evening.
- Tin Bins with Bottled Water: A great grab-and-go option.
Rain Contingency Plan
If your cocktail hour or reception is outdoors, have a solid rain contingency plan. This includes protection from wind, as items like menus, cups, and garnishes can easily blow away without proper shelter.
Final Thoughts
Effective communication is key to a successful wedding bar experience. Our team wants to help make your wedding day seamless, beautiful, and stress-free. If you have any questions or special requests, don’t hesitate to reach out.
Happy Wedding Planning!
—Courtney
Chesapeake Bartenders Launches “Classic Bar Collection” – Bringing More Affordable Bar Rentals To Corporate and Private Clients in the DMV
KENT ISLAND, MD — Chesapeake Bartenders, a leading provider of curated bar experiences in the DMV region, has officially launched its Classic Bar Collection—a new lineup of affordable mobile bar rentals designed for corporate, nonprofit, and private events. The collection includes four stylish bar setups that balance visual appeal with practical functionality, making them ideal for events that don’t require heavy wooden bars or high delivery fees. The Classic Bar Collection price point ranges from $200 – $250 and can serve up to 100 guests.
The inspiration behind the Classic Collection stems from growing demand among corporate and private clients for budget-conscious bar options that still feel intentional and elevated.
Each bar in the collection is built using standard 6-foot tables and then fully dressed using high-quality linens, curated runners, coordinated signage, and detailed design elements. The goal is to maintain the Chesapeake Bartenders aesthetic—refined, welcoming, and professional—while offering an accessible price point.
The Classic Bar Collection includes:
• The Noir Bar – A sleek black-and-ivory setup with floral detailing and gold accents. French-inspired and ideal for corporate events and cocktail hours.
• The English Garden – A spring-inspired setup featuring wildflower runners, topiaries, and eucalyptus garland. Designed for showers, brunches, and outdoor weddings.
• Limonetta – A cheerful lemon-accented setup with a blue floral runner and ivory linens. Inspired by the Amalfi Coast and ideal for summer gatherings and private parties.
• La Crème Bar – A minimalist black-and-ivory floral setup with clean lines and a sophisticated feel, suitable for modern weddings, engagement parties, and formal receptions.
Noir Bar Rental
While Chesapeake Bartenders will continue to offer their formal wooden bars, including the popular Chessie Bar, the Classic Collection is positioned as a lighter, lower-cost alternative that is easier to deliver and set up—especially for weekday events, nonprofit galas, or venue-restricted load-ins.
The collection is already seeing interest from event planners, venue partners, and repeat clients looking for more flexible styling options. Each bar can be paired with the company’s full-service bartending team, beverage planning support, and optional add-ons such as white bar lamps, custom shelving, or self-serve water stations.
To learn more or view the full bar gallery, visit https://www.chesapeakebartenders.com/mobile-bar-rentals
For media inquiries please email courtney at chesapeakebartenders dot com.
Wedding Bar Planning: The Ultimate Checklist For Couples
Wedding Bar Planning: The Ultimate Checklist & Expert Tips for a Flawless Experience
Feb 16, 2025
Planning your wedding bar involves more than just mixing drinks and pouring champagne—it’s about creating an enjoyable, stress-free experience for you and your guests. At Chesapeake Bartenders, we’ve seen it all, and we know that a well-organized bar can make all the difference.
Below is a comprehensive checklist and helpful tips to ensure your wedding bar is nothing short of amazing. From logistics and add-ons to insider tips on avoiding long lines, we’ve got you covered!
For our wedding couples in Maryland, Delaware, DC and Virginia, please read through this 2- 3 months before your wedding. It is really important we have every little detail covered so we can deliver the wedding bar experience you dreamed of!
Checklist: What We Need to Know
To help us provide seamless service, please review the checklist below and send us any missing information so we can keep everything organized in your client folder.
Wedding Bar Checklist For Couples
You can also download a PDF to print out here:
Wedding Bar Add-On Ideas
Want to make your bar experience even more memorable? Here are some fun and functional add-ons to consider:
Bourbon Bar or Drink Station
Display a selection of bourbon, scotch, tequila, or dessert liqueurs (Bailey’s, anyone?) on our beautifully styled drink station—a great complement to the main bar.
Add-on for $50
The bourbon bar signage was custom made by Kate Slayton Lettering – we highly recommend checking her out as she ships throughout the United States!
Photo by Lisa K Photography
Business & Pleasure Umbrella
For outdoor receptions, this oversized and classic umbrella keeps chilled drinks cool, prevents ice from melting too quickly, and offers shade for our bartenders.
Add for $100
Lighting Solutions
Once the sun goes down, good lighting is essential to keep the drinks flowing. (Otherwise, you might end up with an orange crush made with gin—oops!) We offer a variety of lighting solutions, including venue lighting and mobile Edison string lights.
Our Favorite Solution: Battery-Charged White Bar Top Lights – you can order these online, or we can provide them for you as a rental.
Add on Bar Lights To Your Wedding Bar Service
OR
Purchase these cordless lights for your wedding bar here:
*We earn a small commission if you purchase these lights, which helps support our small business. We only recommend things we love, so we hope this helps!
Custom Bar Menus
We work with talented artists like Kate Slayton Lettering and Lucky Kat Designs to create custom menu designs that match your wedding theme. If you prefer a fully custom menu, send us examples of bar signage you love, and we’ll provide a quote.
Pictured Below – a custom signature cocktail menu from Kate Slayton Lettering, featuring beautiful bar florals from Three Little Buds.
Photo By: Lisa K Photography
Coffee and Cold Brew Station
We get a lot of requests for espresso martinis, but did you know we offer coffee bar packages as well? Our commercial-grade equipment can brew fresh coffee, hot cider, and hot chocolate. This package includes a custom coffee bar menu, creamers, non-dairy options, custom-color cups with lids, stirrers, and cold brew.
Pictured below: coffee bar set up by Chesapeake Bartenders for a Galentine-themed bridal shower at 1631 Venue on Kent Island
Florals
My most favorite wedding bars contain some element of florals. After all, florals are a significant part of your reception aesthetic, but I rarely see couple’s adding floral to the bar. I highly recommend doing so, along with these tips for adding flowers or greenery to your wedding bar:
How to Avoid Long Bar Lines at Your Wedding
The busiest time for our bartenders is right when the bar opens—either at cocktail hour or the main reception. Why does this happen? Everyone makes a beeline for the bar, and a line forms quickly. While our bartenders are talented and fast, there are several factors that impact how quickly we can get a drink in everyone’s hands.
It’s really important to set the right expectations, and we want to be fully transparent so you receive the seamless wedding bar service you envision.
Avoid Complex Craft Cocktails During Cocktail Hour
I get a LOT of pushback on this one, but as someone with two decades of experience, I’ve seen this scenario play out countless times:
His signature drink is an old fashioned, and hers is an espresso martini. These drinks are meaningful because they were what they ordered on their first date, so naturally, they want them featured as their signature drinks. The problem? Both drinks take about three times as long to prepare compared to pouring wine or opening a bottle of beer. This slows the bar service significantly.
Does This Mean You Can’t Have Signature Drinks During Cocktail Hour?
Absolutely not! This is YOUR day, and we’re here to bring your vision to life. However, if you want more complex cocktails during cocktail hour, we’ll need to work together to make sure we have the right resources.
Our Solutions for Minimizing Bar Lines
Additional Staff:
Yes, there is an added cost, but it makes all the difference. To execute a cocktail-heavy menu efficiently, we recommend adding a barback and/or another bartender to float through the cocktail hour with a tray of pre-poured drinks. This reduces pressure on the main bar and keeps the line moving.
Pre-Poured Cocktails:
This is a fantastic option for mojitos, margaritas, rocks-style drinks, and martinis. Our team can begin prepping your signature drinks about 20 minutes before the bar opens to ensure they’re ready to go when guests arrive.
Why Beer and Wine-Only Cocktail Hours Are a Great Option
In my experience, many couples opt for beer and wine only during cocktail hour to avoid the stress of long lines. Beer and wine are the fastest drinks to serve, allowing bartenders to work efficiently and serve more guests in less time.
Cocktail Hour and Main Reception in Different Locations
It’s common for cocktail hour to be in a separate location—outdoor patios, porticos, or other areas separate from the main reception bar. While this is a great way to use different spaces, it does require some extra planning.
Trash Removal: What You Need to Know
Trash removal is often misunderstood. Our team is usually the last to leave, and if catering companies leave trash behind, guests may expect us to clean it up. Unfortunately, this is not a standard part of our service (though we do offer it as an add-on).
Key Considerations:
Water Station: Keep Your Guests Hydrated
Having enough water is crucial, especially for outdoor or summer weddings. Here’s how to ensure your guests stay hydrated:
Rain Contingency Plan
If your cocktail hour or reception is outdoors, have a solid rain contingency plan. This includes protection from wind, as items like menus, cups, and garnishes can easily blow away without proper shelter.
Final Thoughts
Effective communication is key to a successful wedding bar experience. Our team wants to help make your wedding day seamless, beautiful, and stress-free. If you have any questions or special requests, don’t hesitate to reach out.
> Request a wedding bar quote here
Happy Wedding Planning!
—Courtney
Unique Gift Ideas For Cocktail Enthusiasts – 2024 Holiday Season Gift Guide For The At Home Mixologist
This 2024 holiday season gift guide is for those who love to drink (and make) excellent cocktails. While going out to one’s favorite bar is fun, sometimes staying in and showing off mixology mastering is even more fun and rewarding. If you immediately thought of someone who fits the description and you have not figured out what to gift them this holiday season, read on. There is something for everyone who loves to mix and sip delicious cocktails at a variety of price points below.
How did we create this list? Well, we are professional bartenders after all, so we have tested A LOT of bartending tools, ingredients and supplies. Some are great, some are “meh” and some just did not impress us. This list was inspired by the items we love and think other cocktail enthusiasts will love as well! We do earn a (very) small commission for any purchases resulting from clicking on the links below. We appreciate your support as it helps our small business a lot.
Happy shopping!
Cocktail Gifts Under $20
Craft Mix Cocktail Mixers
Price: $14.99
Why We Love Them:
These ready-to-make cocktail mixers pass the taste test! They make great stocking stuffers and require MINIMAL effort to whip up a great cocktail (or mocktail). You can grab individually-sized mixer packets that are perfect grab and go options when you don’t have time to whip out a bartending kit and build a cocktail the traditional way. There are so many cocktail types to choose from, so you cannot go wrong. My favorite is “Strawberry Mule”
At Home Bartender Book
Price: $11.27+
Why We Love It:
Ask any bartender what book they bought when they started bartending (okay maybe I am dating myself here?). When I started bartending, decades ago, I had the little black book of bartending – which came in handy many times when I was behind the bar. For cocktail enthusiasts, part of the fun is learning new cocktails and making them for friends! Learn how to dry shake egg whites (yes eggwhites!), how to make simple syrup, how to make the classic Old Fashioned, etc. Plus, this book caters to “at home” bartenders and relies on minimal ingredients. It is available in a variety of formats, from Audible to a hardcover version. What’s not to love?
Sphere and Square Ice Cube Trays
Price: $15+
Why We Love Them:
Cocktail enthusiasts who pride themselves on making great drinks will love the ability to make fancy ice at home for that old fashioned or rocks drink. Why? It’s the way the professionals serve them! And it adds that refined flare at home that you would get in a fancy cocktail bar. Coming in at under $20, these cocktail ice trays are a must for those who love bourbon, old fashioned cocktails and spirits on the rocks.
Blue Henry Dehydrated Oranges
Price: $14.95
Why We Love Them:
Dehydrated oranges, lemons, limes and fruits make a cocktail look professionally-made. There is just something gorgeous about a cocktail with the right garnish. Now here’s the best part. Blue Henry is located in Maryland (where we are headquartered) and we discovered them a few years ago when looking for garnishes for our seasonal cocktail kits. The company’s dehydrated garnishes are all natural with NO additives. Personally, I love that and the high quality of Blue Henry’s entire line. The owner is a gem, and you’ll be supporting a small business when purchasing their products (which is pretty cool!). They have an entire line of garnishes, so be sure to check them out!
Mixology Gifts Under $50
At Home Bartending Kit
Price: $34.99
Why We Love It:
Every cocktail enthusiast needs a GREAT bartending kit. From the cocktail spoon to the muddler and the shaker to the jigger – great tools make great drinks. There are a ton of bartending kits for sale online, but this one is a favorite for our team. Our bartenders are required to have their own bartending kits, and this is our go to. The quality of this kit for the price point is fantastic. Personally, I love the shaker. It has a great seal when shaking drinks, which is important!
Whiskey and Old Fashioned Glass Set
Price: $27+
Why We Love This Set:
Cocktails taste better when they are paired with their ideal glass. Sours go in coup glasses, mixed drinks in Collins glasses and Old Fashioned’s belong in a beautiful rocks glass. This set of 4 looks elegant (especially when paired with the sphere/square ice cubes we recommended above). We have this exact set and use them often in our styled shoots because the glasses are beautiful.
Woodford Reserve Bitters Kit
Price: $25+
Why We Love It:
In our humble opinion, having assorted bitters are a staple ingredient at any home bar. Of course bitters are a must-use to make a classic old fashioned, but there are so many wonderful cocktails where bitters are necessary. Aperol Spritz? Need bitters. Manhattan? Uses bitters! Negroni? Yes, uses bitters. You get the point. The word “bartender” and “bitters” go together like peanut butter and jelly!
DIY Cocktail Gifts Under $100
DO YOUR GIN l DIY Gin-Making Infusion Kit | Cocktail Kit
Price: $59.90
Why We Love It:
I once got this as a gift for someone and THEY LOVED IT. What could be more fun that literally making your own gin? This kit is highly rated due to the high quality inclusions and ease of use. Any gin-enthusiast will enjoy learning about the gin-making process – after all, they can quite literally taste the fruits of their labor!
Premium Cocktail Smoker Set
Price: $99.99
Why We Love It:
Any cocktail aficionado wants a great cocktail smoker as part of their home bar collection. The presentation is impressive, it looks cool and it tastes incredible. Smoked Old Fashioned anyone? My recommendation is not to go cheap when buying a smoker set. You want a premium set that has high quality ingredients (like this one which features a solid oak smoker top. This kit is super easy to use and comes with a variety of smoking chips (apple, cherry, pecan and oak). This is one of those gifts any bar enthusiast would love to receive!
Barillio Bartender Kit Bag with Cocktail Shaker Set
Price: $97
Why We Love It:
This is the ultimate bartending kit – hands down. Instead of buying everything a la carté, this travel-friendly kit has everything a great mixologist needs in one fashionable bag. What won me over about this kit are the peeler, lemon zest tool, mint julep strainer and citrus squeezer. For those who love making craft cocktails, the aforementioned tools are must-haves. Also, the Boston Shaker is one of the highest quality shakers. Oh heck, I love everything about this kit. It literally is the “everything but the kitchen sink” of bartending kits. Cheers!
We hope this list of BEST HOLIDAY GIFTS FOR COCKTAIL LOVERS AND MIXOLOGY ENTHUSIASTS helps with gift ideas this holiday season. As I mentioned before, we have tried a lot of the mixology gifts listed here ourselves and we chose the ones we thought were worthy of sharing and those that offer great quality and value. We are currently working on a gift list for wine lovers, so stay tuned for all things related to wine. Did we miss anything that you think should be on this list? If so, please drop a comment below so we can check it out. Happy shopping and as always, CHEERS!
– Courtney
Holiday and Christmas Cocktail Recipes To Delight Guests