Event Drink Calculator + What to Keep In Mind

As we ring in the New Year and start mapping out parties and gatherings for the months ahead—whether it’s a wedding reception, corporate mixer, or backyard barbecue—the big question always comes down to how much to serve. You want your guests to feel welcome and taken care of without overbuying or ending the night with a stockpile of extras. Below, we’ve compiled essential serving guidelines for both soft beverages and alcoholic drinks, plus some handy “rules of thumb” to make your planning a breeze.

Soft Beverages

When it comes to non-alcoholic options, it’s always a good idea to have plenty on hand. Think water, punch, coffee, iced tea, and maybe a few sodas. Here’s a quick reference on servings per gallon (there are 128 ounces in a gallon):

1. Punch:

   • 1 gallon will yield 25 servings if each serving is 5 ounces.

2. Coffee:

   • 1 gallon will yield 16 servings if each serving is 8 ounces.

3. Iced Tea:

   • 1 gallon will yield 12 servings if each serving is 10 ounces.

   • Note: When serving iced tea in an 11- or 12-ounce glass, ice will take up some room, so plan accordingly.

Alcoholic Drinks

Wine

• A standard 750 ml bottle of wine will yield 4 servings if each serving is 6 ounces.

Liquor

• A 1-liter bottle (1,000 ml) of liquor will yield 17 servings if each serving is 2 ounces (a typical pour for mixed drinks).

What to keep in mind:

A tried-and-true guideline to keep your bar stocked but not over-the-top is:

1. Two (2) servings per person for the first hour of your event (this accounts for the initial rush and excitement when guests arrive).

2. One (1) serving per person for every additional hour after that.

Example Calculation

Let’s say you’re hosting a 4-hour event for 100 guests:

• First hour: 2 drinks × 100 guests = 200 drinks

• Hours 2, 3, and 4: 1 drink × 100 guests × 3 hours = 300 drinks

• Total: 200 (first hour) + 300 (remaining hours) = 500 drinks

If you’re trying to figure out how many liquor bottles (1 liter each) you’d need:

• Each 1-liter liquor bottle = 17 servings

• Total servings needed = 500

• 500 ÷ 17 = ~30 bottles of liquor

Guest Consumption Estimates

In most Texas events (and many similar gatherings), you can use these handy estimates:

• 25% of your guests will not drink alcohol.

• Of those who do drink:

  • 50% will drink beer

  • 25% will request wine

  • 25% will prefer mixed drinks

Of course, every group is different, and you’ll know your crowd best—adjust accordingly.

Pro Tips

1. Consult Your Bartender
   If you’re having a serviced bar, the bartender’s experience is invaluable. They can guide you on what your specific crowd may want more of (and what they might not touch).

2. Consider the Season
   Hot summer day? Expect more iced tea, water, and lighter beverages. Cooler weather? Stock up on coffee, hot drinks, and maybe some warming cocktails.

3. Add a Buffer
   If you’re on the fence, err on the side of having a little more rather than running out. A 5–10% surplus can save the day if your guests have heartier appetites than expected.

Don’t Forget the Right Drinkware

Now that you’ve calculated exactly how much you need to serve, make sure you have the right glassware to match!
Check out our drinkware collection for a variety of glasses so you can serve every type of beverage in style.

Final Thoughts

A good drink calculator can help prevent both wasted leftover stock and the dreaded “we’re out of wine” moment. Start with these guidelines, factor in your guests’ preferences and event style, and you’ll have a solid plan in place.

Cheers to a well-stocked (but not overstocked) celebration!