Free UK planning tools
Wedding and event bar planning tools
Practical answers for couples, wedding planners and party hosts working out drinks, ice, glassware, staffing and dry-hire responsibilities.
Start with the numbers
One connected plan, not six unrelated guesses
Wedding and party drinks planning becomes difficult because every answer changes another answer. More guests mean more drinks, but they also mean more ice, more glassware, more collection work and a busier first wave at the bar. A longer service period changes bottle quantities and chilling ice, while a separate reception adds fizz and flutes before normal party service even begins.
The free Cocktailhire planner joins those decisions together. Enter the guest count and service length, choose the drinks split, add a reception or chilling buckets when needed, and download a practical PDF without giving us an email address.
Planning library
Choose the question you need to settle
How much alcohol should I buy?
Turn guest numbers and service hours into spirit, mixer, wine and fizz quantities, then see worked examples for common wedding sizes.
How much ice do I need?
Separate the ice going into drinks from the ice needed to keep beer, wine and fizz cold throughout the event.
How many glasses should I hire?
Plan working glassware by serve when there is no washing, and understand collection, dirty returns and reception stock.
How many bartenders do I need?
Start with a visible benchmark, then adjust for the first rush, menu length, service style, bar stations and support work.
What does dry hire leave me to organise?
Use one responsibility checklist for alcohol, chilling, glassware, staff, licensing, access, waste and the handover between suppliers.
What do common event sizes require?
Compare 21 reproducible scenarios for 50 to 250 guests and download the complete benchmark dataset.
Can I trust the calculation?
See every public formula, assumption, limitation, model version and the evidence that was available when it was reviewed.
For wedding planners
A repeatable first brief for every client
Use the planner before requesting supplier quotes so the venue, couple and suppliers are discussing the same guest count, service window and drinks split. The PDF can become the first quantities schedule, while the linked guides explain where the result needs venue-specific judgement.
- Confirm whether the guest count means all guests or drinking-age guests.
- Separate reception, wedding breakfast and evening service periods.
- Confirm table wine, beer, water, soft drinks and alcohol-free options separately.
- Ask whether the venue provides refrigeration, potable water and glass washing.
- Confirm delivery, collection and dirty-return windows.
- Identify who owns stock counts, breakages, waste and leftovers.