Cocktail festival checklist: plan the bar from start to finish

A cocktail festival needs more than a drinks menu and a few shakers. You need time to secure the venue, check permits, process registrations and confirm dietary requirements before ordering supplies. In the final days, focus on recipes, syrups, fruit, ice, glassware and delivery times. On the day, set up separate workstations, stock the bar and assign staff before guests arrive. This checklist keeps those steps in the right order.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare cocktail menu
2 people
Develop cocktail recipes
2 people
Reserve bar supplies
Create a music playlist
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect drinks and ice
2 people
Prepare fruit and garnish
3 people
Make cocktail syrups
2 people
Label glasses and materials
2 people
Set up tables and chairs
4 people
Set up the bar
4 people
Fill coolers
3 people
Hang decorations
3 people
Connect the music
2 people
Set up workstations
4 people
Arrange snacks
3 people
Set up stock and cash register
2 people

Event

Staff the cocktail stations
6 people
Welcome visitors
3 people
Serve cocktails
6 people
Serve non-alcoholic cocktails
2 people
Serve snacks
3 people
Refill drinks
3 people
Collect glasses
2 people
Keep worktops clean
2 people
Count inventory
Serve last orders
4 people
Close the bar
4 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Sort materials
3 people
Return rental items
2 people
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Cocktail barqty 2
Tablesqty 10
High tablesqty 8
Chairsqty 40
Waste binsqty 6

Tableware

Highball glassesqty 120
Wine glassesqty 100
Martini glassesqty 60
Shot glassesqty 40
Platesqty 120
Cutlery setsqty 120
Serving boardsqty 12

Equipment

Refrigeratorsqty 3
Coolersqty 4
Blendersqty 3
Ice Cube Machinesqty 2
Speakersqty 2

Kitchen

Cocktail shakersqty 8
Jiggersqty 8
Bar spoonsqty 8
Strainersqty 8
Cutting boardsqty 6
Chef’s knives and paring knivesqty 8
Measuring cupsqty 6
Pour spoutsqty 20
Garnish tongsqty 8
Storage binsqty 20

Decorations

Buntingqty 8
Menu boardsqty 4
Table runnersqty 10

Lighting

String lightsqty 6

Cleaning

Washing-up tubsqty 4
Spongesqty 12
Cleaning bucketsqty 4
Floor squeegeesqty 2

Catering

Groceries

Tips

Set the cocktail menu before reserving bar supplies. For each drink, write the recipe, glass type, garnish and estimated servings so you can calculate spirits, mixers, fruit and ice instead of guessing.
Confirm guest registrations and dietary requirements at least 7 days before the festival. Use the final number to plan seating, snacks, glassware and the number of staffed cocktail stations.
Make syrups and prepare fruit and garnishes no earlier than 1–2 days ahead. Store them in labelled containers, and keep delicate garnishes chilled until the bar is ready.
Set up the bar and workstations before filling coolers. Keep shakers, jiggers, bar spoons, strainers, knives and cutting boards at the stations where they will be used, with waste bins nearby.
Check deliveries and collect drinks and ice on the day before or the morning of the festival. Ice, refrigerated ingredients, glasses and menu boards are easy to overlook and difficult to replace once guests arrive.

Frequently asked questions

How far in advance should I plan a cocktail festival?: Reserve the venue and check permits at least 8–12 weeks ahead. Send invitations early enough to close registrations and confirm dietary requirements 7 days before the event.
How much ice do I need for a cocktail festival?: Plan at least 1–2 kg of ice per guest for a multi-hour festival, including shaking, stirring, chilling and serving. Add a 20% reserve if the venue is warm or ice deliveries are uncertain.
When should I prepare cocktail syrups and garnishes?: Make syrups 1–3 days before the festival and prepare most fruit and garnishes 1 day before. Cut or handle delicate garnishes as late as possible, then keep everything covered and chilled.
How many cocktail stations do I need?: For a smooth service, plan roughly 1 staffed cocktail station per 30–40 guests when drinks are mixed to order. Add a separate stock or cash register area so queues do not block the bartenders.

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