Agree when the bar must be ready, then allow for the actual setup.
If guests expect cocktails at 5pm, the bar needs to be ready at 5pm, not arriving then. Mobile bar setup time depends on the number of units, the route from unloading, the room and the preparation included. There is no reliable single duration that covers every event.
What changes the time needed?
- Distance from unloading to the final bar position.
- Stairs, lifts, narrow doors and restricted access windows.
- The selected bar configuration and working equipment.
- Glassware, ice and ingredient preparation before service.
- Whether another supplier must finish or clear the space first.
A ground-floor room with a clear unloading route is different from a ballroom reached through a service lift. Equally, placing a bar unit is not the same as having a stocked, organised drinks station ready for guests.
What to put in your schedule
Record the earliest permitted access, the agreed bar-ready time, service start and finish, and pack-down arrangements. For a 5pm to 9pm cocktail service, confirm the setup window separately with Cocktailhire. Do not subtract setup from the service you thought you were booking or assume the team can build around an arriving crowd.
Send the address, room details and access restrictions with your guest count. Photos of the route or a floor plan can make the assessment clearer.
See mobile bar hire or ask about your event's setup. Use the bar run-sheet template to keep readiness and serving times distinct.