The Wedding Bar Logistics Guide (Virginia Edition): What You Need Before You Buy Alcohol (Part 1 of 3)

Planning a wedding bar sounds simple… until you realize you’re also planning licensing, legal compliance, insurance, staffing, and a mini beverage warehouse for one night only. 😅🍸

The good news? Once your logistics are in place, everything else becomes easier, cheaper, and way less stressful. We'll teach you how to plan a bar.

In this post, I’m breaking down exactly what you need to know before you buy a single bottle, especially for Virginia weddings.

1) Do we need a Virginia ABC license for our wedding bar?

Sometimes, yes. It depends on:

• where your event is held, and

• who is providing and serving the alcohol

Virginia ABC explains it like this:

“One day licenses are required for persons or organizations who host events where alcohol is served in an unlicensed location or club premises.”

What this means in plain English

The key distinction is not just “private vs public,” it’s often:

✅ licensed vs unlicensed location

Many wedding venues do not hold an ABC license for alcohol service. Even if they aren’t “open to the public,” they can still be considered an unlicensed location.

When you typically do NOT need a banquet license

You may not need a banquet license if:

• the venue is already properly licensed (ex: a winery), OR

• a licensed caterer/establishment is providing the bar under their licensing

When you may need a banquet (one-day) license

You may need one if:

• alcohol is served at an unlicensed venue/location, and

• the event setup requires the one-day license to be compliant

Virginia ABC’s Banquet License Application instructions outline when a license may not be needed and provide helpful criteria for couples.

Helpful resource: Virginia ABC’s Banquet License Application + guidance can be found here: https://www.abc.virginia.gov/licenses/banquet-licenses

✅ PRO TIP

If you’re unsure whether your venue is licensed, ask the venue directly:

“Do you hold an ABC license that covers alcohol service on-site?”

If they don’t know, that’s a clue… 😅

2) IMPORTANT: You cannot sell alcohol (even at a wedding)

This is the part that surprises couples the most.

🚫 A banquet license does NOT allow you to sell alcohol.

In Virginia, you generally cannot operate a cash bar unless you are a properly licensed establishment.

That means:

• your guests cannot “pay per drink”

• you cannot “sell alcohol to recoup costs”

• you cannot accept payment for alcohol service like a restaurant/bar

So who provides the alcohol?

In most wedding setups:✅ the client supplies the alcohol

And in many cases, mobile bar companies (like ours) cannot pick up or deliver alcohol for you. We can absolutely help you plan quantities, selections, and logistics, but the alcohol itself must be supplied by the client.

✅ COMMON MISTAKES

• Assuming “it’s a private wedding, so ABC rules don’t apply”

• Trying to run a “cash bar” with a friend collecting money

• Planning bar hours that don’t match the time listed on the license

3) If we need an ABC license, do we have to hire a professional bartender?

Legally? Not always.

But from a logistics + liability standpoint? I strongly recommend it.

Even if you don’t hire a professional bartender, you still need:

• a designated person to control the alcohol

• someone who knows how to manage service safely and responsibly

Why weddings are different than “regular bartending”

Wedding bartending is not just pouring drinks. It includes:

• setting up quickly

• inventory organization

• line management

• guest service under pressure

• ABC compliance awareness

• preventing overservice (and potential liability)

A professional wedding bartender knows:

• what to set up first

• what supplies are needed

• how to keep things moving without chaos

• how to keep your bar safe, compliant, and smooth

Roanoke Roaming Spirits provides VA ABC-certified bartenders to keep your event safe, professional, and stress-free.

✅ PRO TIP

If you’re doing signature cocktails and they’re “involved,” consider hiring a second bartender. If a drink takes 90 seconds to make… it’s not a signature cocktail. it’s a performance. 😅🍸

Underage Guests + ID Check Plan Even at weddings, alcohol service must follow Virginia ABC laws. If you have guests under 21, you need a clear plan in place.

4) Do we need liquor liability insurance?

Many venues require it, and even when they don’t, it’s still a smart idea.

Liquor liability insurance can protect against:

• alcohol-related injuries

• property damage

• alcohol-related lawsuits

Roanoke Roaming Spirits carries alcohol liability insurance and can provide ACORD certificates, adding couples and venues as Additional Insured when applicable.

✅ COMMON MISTAKES

• Assuming the venue automatically covers liquor liability

• Waiting until the last minute to find out insurance is required

• Hiring someone to serve without asking about insurance coverage

5) Does our venue have a bar setup, or do we need rentals/tables?

This is one of the biggest day-of stressors if it isn’t planned early.

If the venue does not have a bar built in, you typically need:

• a rented bar, OR

• tables set up as a functional bar

Best “DIY bar” table setup

✅ One 6-foot table in front

✅ One 6-foot table behind

Why the back table matters

Because you need a place to hide the not-cute-but-necessary stuff:

• cases of cups

• backup bottles

• mixers

• tools and supplies

• cooling tubs for beer and wine

The back table lets everything stay organized while keeping the guest-facing bar clean and attractive.

The front bar table is for:

• drink service

• menus and signage

• decor

• napkins, straws, stirrers

If your venue doesn’t provide a bar: Roanoke Roaming Spirits offers bar rentals and delivery, including kegerators and multiple bar style options.

Glass vs Plastic Policy (Important!)

Some venues require plastic cups outdoors or in certain areas (for safety). This affects:

• whether glassware rentals are worth it

• which drinks make sense (martinis outdoors… not the move 😅)

✅ PRO TIP

Ask your venue: “Do you allow glass at the bar or outdoors?” Then design your drink menu and rental decisions around that.

BONUS: The “Tools & Supplies Couples Forget” List

If you are supplying alcohol yourself, couples commonly forget:

• bottle openers and wine keys

• cutting board + knife + peeler

• garnish trays

• pour spouts

• backup napkins, straws, stirrers

• trash bags and trash bins near bar

Professional services plan for this automatically, but if you’re DIY-ing anything, keep this list handy.

✅ Quick Logistics Checklist (Save this!)

Before you buy alcohol, confirm the following:

•  Is the venue licensed or unlicensed?

•  Do we need a VA ABC banquet (one-day) license?

•  Are we allowed to serve in this venue (and under what conditions)?

•  Do we need liquor liability insurance?

•  Who is serving and controlling alcohol?

•  Does the venue have a bar, or do we need rentals/tables?

•  What time is alcohol allowed to be served (based on your license)?

Want help making this easy?

At Roanoke Roaming Spirits, we help couples eliminate the stress of bar planning through:

• unlimited consultations

• menu planning + custom printed menus

• bar rentals and kegerators

• experienced ABC-certified bartenders

• bar décor options to match your theme

• and the logistical guidance that keeps everything smooth

Next up: Part 2 of the series is where the fun begins… what to serve, how much to buy, signature drink tips, and how to build a crowd-pleasing bar without blowing the budget.

CLICK TO DOWNLOAD OUR FREE WEDDING BAR CHECKLIST