About the Party Drinks Calculator
Whether it is a birthday, a garden party, a wedding or an office celebration, drinks are one of the hardest things to plan. Buy too little and the party dries up just as it gets going; buy too much and you are left with a garage full of beer and a bill you did not need. Most hosts guess, and most guesses are wrong in one direction or the other.
This party drinks calculator uses the rule of thumb that caterers and event planners rely on to work out how much beer, wine and spirits to buy, along with soft drinks and ice. Enter the number of guests, how long the party lasts, how many guests will not drink alcohol, and the rough mix of drinks your crowd prefers, and it gives the number of drinks, cases, bottles and bags to buy.
How to Use the Party Drinks Calculator
Enter the number of guests.
Enter the length of the party in hours.
Enter the number of guests not drinking alcohol — children, drivers and anyone who does not drink.
Set the shares of beer, wine and spirits. They must add up to 100 percent. A typical mixed crowd might be 40 percent beer, 40 percent wine and 20 percent spirits; a wine-loving dinner party might be 10, 80 and 10.
How the Drinks Are Worked Out
drinks = drinking guests × (2 in the first hour + 1 for each hour after)
beer = drinks × beer share (1 can or bottle each)
wine = drinks × wine share ÷ 5 (5 glasses per 750 ml bottle)
spirits = drinks × spirits share ÷ 16 (16 measures per 750 ml bottle)
soft drinks = guests × hours ÷ 2 + non-drinkers × hours
ice = about 1 lb (0.45 kg) per guestStep-by-Step Example
20 guests, a four hour party, 40% beer, 40% wine, 20% spirits.
Drinks: 20 × (2 + 4 − 1) = 100 drinks
Beer: 100 × 40% = 40 cans (2 cases of 24)
Wine: 100 × 40% = 40 glasses ÷ 5 = 8 bottles
Spirits: 100 × 20% = 20 measures ÷ 16 = 2 bottles
Soft drinks: 20 × 4 ÷ 2 = 40
Ice: 20 × 1 lb = 20 lb (about 9 kg)Why Two Drinks in the First Hour
Guests tend to drink faster when they first arrive: there is a welcome drink, a toast, and the relief of settling in. After the first hour the pace slows to about one drink an hour, especially once food is served. The rule gives a comfortable margin for most adult parties. A young crowd, a long summer afternoon or a party without food will drink more; an older crowd, a lunchtime event or a party with a sit-down meal will usually drink less.
Adjusting the Mix
Think about who is coming and what the occasion is. Summer barbecues lean towards beer and chilled white or rosé wine. Winter dinner parties lean towards red wine. Cocktail parties need more spirits and mixers. Weddings often have a glass of sparkling wine for the toast on top of everything else — add one glass per guest for that, which is an extra bottle for every six guests. If you are unsure, stick close to an even split between beer and wine with a smaller share of spirits.
Serving Sizes
The calculator counts standard servings. A glass of wine is 150 millilitres, or 5 ounces, so a 750 millilitre bottle pours five glasses. A spirit measure is 1.5 ounces, or about 44 millilitres, giving roughly sixteen measures from a 750 millilitre bottle after allowing for a little spillage. A beer is one can or bottle. Generous home pours use more, so if you know your guests pour large glasses, add a bottle or two of wine for safety.
Don't Forget the Extras
Mixers: for spirits, plan about three bottles or cans of mixer — tonic, soda, cola, ginger beer — per bottle of spirits, depending on the drinks.
Water: always have plenty, still and sparkling. It keeps guests comfortable and helps them pace themselves.
Garnishes: lemons and limes for gin and tonics, beer and cocktails.
Cups and glasses: plan on two to three per guest over the evening.
Ice: add extra ice for chilling bottles in tubs or coolers — about a 10 pound bag for every case of drinks you need to chill, more on a hot day.
Buying Smart
Many shops offer case discounts on wine and beer, and some allow unopened bottles to be returned after an event. Buying from a shop that accepts returns lets you buy generously without the risk of waste. Otherwise, lean towards drinks that keep, such as spirits and unopened beer, rather than opened wine, which lasts only a few days.
Hosting Responsibly
As a host you can help everyone have a good time and get home safely. Serve food throughout the party, offer interesting non-alcoholic drinks as well as water, stop serving anyone who has clearly had enough, and help arrange taxis or lifts. The non-drinkers input makes sure designated drivers and children have plenty of soft drinks.
Understanding Your Result
Drinks needed is the total number of alcoholic servings.
Beer gives the cans or bottles and the number of cases of 24.
Wine gives the bottles and glasses.
Spirits gives the 750 ml bottles and the number of measures.
Soft drinks gives the soft drinks for all guests.
Ice gives the ice in pounds and kilograms.
Worth knowing reminds you to leave a margin.
When Should You Use This Calculator?
Planning a birthday or house party.
Budgeting the bar for a wedding or engagement party.
Stocking up for a barbecue or garden party.
Organising an office celebration.
Working out a drinks order from a supplier.
Common Mistakes
Forgetting non-drinkers when counting soft drinks.
Buying too little ice, the most common thing to run out of.
Forgetting mixers for the spirits.
Ignoring the toast at a wedding or celebration.
Using the same mix for every kind of party.