How to Choose the Right Bartending Company for Your Event
We’ve been on both sides of this. We started small, worked our way up, and now handle everything from intimate gatherings to large, high-pressure events.
Along the way, we’ve seen what works, what breaks, and what usually goes wrong when the fundamentals are not there. This list is not theory. It’s a quick scan based on real events and real consequences.
There are plenty of great independent bartenders and small operators out there. Some are excellent. This is not about size or price.
It is about knowing what to look for before you trust someone with alcohol, guests, liability, and the flow of your event.
1. Insurance Is Non Negotiable
Any company serving alcohol should carry general liability, liquor liability, and auto liability insurance.
Ask your venue what insurance they require from vendors and compare that with what your bartending company provides. If the answers are vague, delayed, or brushed off, your skin should crawl.
Venues will disqualify vendors last minute. When that happens, you are the one left scrambling.
What this indicates:
Proper insurance usually means the company understands risk, compliance, and real world events. Missing coverage often means the business side is not fully built.
2. Response Time Is a Preview of Event Day
If emails, texts, or calls are not answered within 24 hours, pay attention.
Events succeed or fail on logistics, not cocktails. If someone does not have the structure to respond now, imagine dealing with last minute changes, timing shifts, or surprises.
What this indicates
Slow communication almost always points to weak operational systems. Operations matter more than drink menus.
3. Pricing Sent Over Text Is a Red Flag
If someone sends you a price over text or a casual email instead of a proper proposal, that should raise alarms.
From booking to breakdown, invoicing is the easiest structure to have in place. If that part is loose, everything else usually is too.
What this indicates
Lack of a real proposal often signals lack of systems. No systems means more risk for you.
4. Understaffing Just to Hit Your Number
A simple rule of thumb is one bartender for every fifty to seventy guests, depending on menu complexity. Multiple bars or cocktail hours usually require barbacks.
If a company is willing to cut staffing just to hit your number, that is a problem. Understaffing to win your proposal does not protect the experience or the staff. Overworked bartenders do not deliver great service. They just try to survive the night.
Understaffing simply to make the budget work often points to desperation, not efficiency.
What this indicates
When staffing is treated as negotiable instead of essential, execution almost always suffers.
5. Discounts With No Clear Reason
Adjusting scope is normal. Random discounts are not.
If items are discounted instead of thoughtfully removed, expectations drop on both sides. It creates confusion around value and often leads to disappointment later.
What this indicates
Strong operators manage scope intentionally. Weak pricing strategy usually mirrors weak delivery strategy.
6. Online Presence Tells a Bigger Story Than You Think
We live in a world of Instagram, Pinterest, and polished images. A few pretty cocktails do not prove consistency.
Check the website. Is it current. Check social media. Are they active. Are they posting real, recent events. If someone does one event a month, ask yourself how confident you feel trusting them with your entire guest experience.
What this indicates
An outdated online presence often reflects outdated processes. Consistency matters.
Final Thought
Not every small or cost effective bartending service is a bad choice. Some are great.
The point is to stay alert. A bar touches liability, logistics, timing, and guest experience all at once. When the fundamentals are missing, the cracks usually show up when it is too late.
Ask better questions early. It saves a lot of stress later.