Put the drinks timings beside the rest of the event.
A corporate drinks run sheet should tell the bar team when they can work, when guests need serving and who makes decisions if the programme changes. The guest invitation time alone does not answer those questions. Put unloading, setup, service and departure on the same schedule as catering, speeches and production.
The details to record
- Access: delivery address, unloading point, available access window and the person meeting suppliers.
- Ready time: when the complete bar must be prepared, not when the team arrives.
- Service: opening time, expected arrival wave, guest number and drinks selected.
- Programme: presentations, awards, food service and any agreed drinks pause.
- Supplies: who brings ingredients, ice and glassware, with the storage and return positions.
- Finish: agreed service end, pack-down access and collection arrangements.
- Decisions: one named event contact and a number the team can use on site.
Example: drinks before an awards presentation
If guests arrive at 6pm and the presentation begins at 7pm, the bar needs a separate ready time before 6pm. Record what happens at 7pm: whether service pauses, continues elsewhere or remains open. Do not leave that decision to guests joining a queue while the first award is announced.
For a package, list the cocktail ingredients as Cocktailhire's responsibility. For staff-only hire, record the client's shopping-list supplies. Keep the guest count the same across the quote and run sheet.
See corporate event bar hire or send your event timings for a drinks-service quote.