Wedding Bar Game Day: The Day-Of Checklist That Keeps Guests Happy (and Chaos Low)

(Part 3 of 3)

You planned the wedding. You built the timeline. You survived seating charts (barely).

Now it’s wedding day.

And if there’s one thing I can promise you, it’s this:

Someone will ask for a drink while the bar is still setting up.

They will do it with full confidence.They will do it while you are trying not to cry in your dress. 😅🍸

So let’s talk about how to run the bar like a pro, keep guests happy, and keep you out of last-minute bar logistics.

SECTION A: BEFORE THE BAR OPENS

This is the “set us up for success” phase.

If done correctly:

✅ bar opens on time

✅ everything is cold

✅ supplies are organized

✅ bartenders aren’t scrambling

✅ you get to enjoy your wedding like a human

1) If you’re serving kegs: chill them early

Kegs need time. They’re divas.

✅ Keep kegs chilled at least 24 hours prior

✅ Temp: 34–38°F

✅ Try not to jostle them

Kegs that weren’t chilled long enough will foam, pour poorly, and cause delays.

If you want the easiest draft setup:

Roanoke Roaming Spirits offers kegerator rentals for serving.

✅ PRO TIP

A keg should be treated like a sleeping toddler. Move it as little as possible, keep it cold, and don’t make it angry.

2) Stage alcohol close to the bar

If your bar service is bringing cooling tubs and setup supplies:

✅ Place alcohol near the bar area

✅ Do NOT take up the caterer’s refrigerator space

✅ Do NOT spread alcohol across multiple rooms

Bar service moves faster when everything is close.

If we have to “hunt down” alcohol in 3 locations, your guests get slower service. (And nobody wants that.)

3)Power Access (Kegerators / Bar Truck)

If you’re using a kegerator, bar truck, or anything requiring power, make sure:

✅you have an outlet nearby

✅it’s not shared with DJ/band power

✅extension cords are available

✅cords are safely secured

✅ PRO TIP

Use gaffer tape (not duct tape) for cords.Duct tape can leave residue and venues hate it. 😅

4) Cold juices need refrigeration

If you’re serving:

• lemon juice

• citrus juices

• cranberry

• lime juice

• any cocktail mixers that are supposed to be cold

They must be refrigerated ahead of time.

Warm juice = warm drinks and slower cooling time. And wedding bars don’t have time for that.

4) Don’t pile stuff on bar tables

This happens constantly on wedding day:

Bar tables become:

• storage for gift bags

• holding place for random decor

• surface for someone’s emergency tote

• “temporary” zone that becomes permanent 😅

✅ Please keep bar tables clear so bartenders can set up efficiently.

✅ COMMON MISTAKES

• Stacking supplies/decor on bar tables

• Storing alcohol “wherever there’s room” instead of near the bar

• Assuming cold juice is optional (it’s not)

  
  

5) Give your bar service the right contacts

Your bar team should have:

• venue contact name/phone

• coordinator contact name/phone

• timeline

• arrival window

We want to coordinate with other vendors and stay out of the way. But we need the info.

6) If you need a banquet license: print it

If your event requires a VA ABC banquet license:

✅ Print it

✅ Have it at the bar

✅ Don’t leave it in a bridal suite bag

Also have:

• bar menu signage

• cups

• napkins

(For Roanoke Roaming Spirits clients: we print and bring menus and license copies as part of our service whenever applicable.)

SECTION B: DURING THE RECEPTION

Now the bar is open. Guests are vibing. The dance floor is warming up.

This is where good planning pays off.

1) You cannot serve alcohol before the time listed on the license

This part matters.

If the banquet license says 5:00 PM:❌ You cannot serve alcohol at 4:45 PM “just for a few people.”

If you want pre-reception drinks, you must ensure:✅ the license start time covers that

2) Setup time is not cocktail hour

This is a gentle but firm wedding truth:

🚫 Asking for drinks during setup is a no-no.

Not because bartenders don’t love you (they do)…but because:

• supplies aren’t out yet

• setup needs uninterrupted time

• the bar needs to be ready on time

Stopping setup to serve early drinks slows everything down.

✅ PRO TIP

If you want pre-ceremony or pre-reception drinks:

Plan it like an official part of the timeline, not a “surprise request” during setup.

Your bar team will love you for it.

3) Signature drinks: keep them realistic

Signature drinks are amazing. Guests love them.

But if you choose super complex drinks:

• they take longer

• they require more supplies

• they slow the line

If you have:

• multiple specialty cocktails

• complicated builds

• muddling, shaking, layering

✅ Consider a second bartender.

Because nobody wants guests waiting 12 minutes for “The Lavender Smoke Basil Raspberry Mule of Destiny.” 😅

✅ COMMON MISTAKES

• Choosing signature cocktails that are too complex for high volume

• Not staffing properly for signature drinks

• Not pre-batching what can be pre-batched

  
  

4) Champagne toasts: plan timing ahead

A champagne toast is NOT instant. It takes time to:

• pour champagne

• distribute or stage glasses

• coordinate timing with DJ/coordinator

If you have one bartender:

• the bar may need to pause briefly to prepare the toast

With two bartenders:

• one keeps regular bar service flowing

• one handles toast prep

Also: not everyone likes champagne. Many guests will toast with their regular drink.

Plan accordingly.

5) Two bar locations = extra planning

If your event has:

• cocktail hour bar in one place

• reception bar in another place

Remember:

✅ it takes time to transition supplies

✅ you may need more staff to prevent service gaps

✅ alcohol may need to be split

If you only have one bartender:

You need a plan for moving alcohol and supplies… and service will likely pause during transition.

6) Bartenders can’t leave alcohol unattended

This is important for dinner/vendor meals.

If you are feeding vendors:

✅ ask the caterer to make a plate and deliver it to the bar

Because the bartender can’t walk away from:

• liquor bottles

• beer/wine tubs

• cashless but still controlled alcohol service

Also: bartenders work long hours. Taking care of vendors helps your event run better.

7) Water isn’t optional (especially outdoors)

Hydration is required when alcohol is being served.

Many caterers pack up and leave earlier. If they do:

✅ there must be a plan for water afterward

Roanoke Roaming Spirits offers non-alcoholic beverage stations including:

• water

• tea

• lemonade

• coffee/hot chocolate

• sodas

Outdoor wedding reminder:

Heat + dehydration + alcohol = early disaster.

Always provide water.

✅ PRO TIP

Place water closer to the dance floor than alcohol.

Sweaty dancing guests will grab what’s closest. Make sure it’s water and not a double bourbon.

8) Last Call / Cut-Off Time

Couples rarely plan this, but it’s important for safety and smooth timelines.

✅ PRO TIP

Decide a “last call” time in advance (example: 30 minutes before reception ends). It keeps things consistent and helps avoid end-of-night chaos.

9) Bar placement matters

For the best guest experience:

✅ keep the bar away from the dance floor (line congestion)

✅ keep hydration stations near high traffic areas

✅ prevent guests from “downing drinks fast” because it’s close

10) Trash + Glass Management (Sneaky Important)

Cups everywhere become:

• slippery floors

• messy bar area

• chaotic cleanup

✅ PRO TIP

Place extra trash cans:

• near the bar

• near the dance floor

•  And designate someone to swap bags if they get full.

✅(Or hire guest attendants. Your future self will thank you.)

11) Tip Jar Etiquette

This is totally normal to plan ahead.

✅ PRO TIP

Decide whether you want:

• “Tips Appreciated” signage

  or

• “No Tips Please” (hosted event)

SECTION C: END OF NIGHT + CLEAN UP

This is where couples forget one important thing:

You will have leftover alcohol.

And you will not want to deal with it at 11:43 PM in formalwear. 😅

1) Designate a person to pack up leftover alcohol

Choose someone responsible (not your drunkest groomsman).

That person’s job:

• pack leftover alcohol

• keep it secure

• remove it from venue

  
  

2) Keep receipts and check return policies

Many places allow you to return unopened stock.

✅ Save receipts

✅ Don’t open everything “just in case”

3) Reviews keep small businesses alive

If your bartenders were amazing:

please leave a review.

Five-star reviews are the lifeblood of small businesses and the reason great vendors stay in business and available for couples.