Your Wedding Bar Timeline: What Happens Before, During, and After

A great wedding bar starts months before your first drink is poured. Here is the timeline we walk you through, so nothing falls through the cracks.

6 to 8 Months Before: Book Your Service

• Choose your bartending model: dry-hire (you buy the alcohol) versus a full-service catering bar
• Book early: Popular dates in Oklahoma like October, April, and May fill months in advance
• Check your venue requirements: Does your venue require a specific insurance type? Does it allow outside alcohol? Is there a corkage fee?
• Request a COI: Your bartending company should provide a Certificate of Insurance naming your venue as additional insured

3 to 4 Months Before: Design Your Menu

• Signature cocktails: Work with your bartender to develop 1 to 3 custom drinks that tell your story
• Full drink menu: Decide on your beer, wine, and cocktail selections. Your bartender guides this based on your guest count and preferences
• Zero-proof options: Plan at least 2 to 3 non-alcoholic drinks with the same level of creativity, so no guest feels left out
• Dietary considerations: Note any guests with allergies or restrictions that affect drink options

2 to 3 Weeks Before: Finalize and Purchase

• Get your shopping list: We provide a detailed list with quantities based on your final guest count, drink preferences, and event duration
• Buy your alcohol: Purchase from a store with a good return policy. Many Oklahoma liquor stores accept returns on unopened bottles within 30 days
• Confirm logistics: A final walkthrough with your bartender on setup location, power access, water source, and timing
• Final guest count: Update your bartender on any changes, since this affects quantities

Day-Of: Setup and Service

• Setup (2 hours before service): Your bar team arrives early to set up the bar, organize bottles, prep garnishes, cut fresh citrus, and stage glassware
• Cocktail hour (60 to 90 minutes): High-energy, fast service. The goal is drinks in your guests' hands within the first 5 minutes
• Reception service (3 to 4 hours): Steady service with pace management, responsible service monitoring, and restocking
• Last call (30 minutes before end): We quietly begin steering guests toward water and soft drinks, with no public last-call announcement that would only rush them
• Breakdown (30 to 60 minutes after end): We pack all equipment, organize unopened bottles for your return, and clean the bar area

The Week After: Returns and Review

• Return unopened bottles: Most stores accept returns within a specific window, one of the biggest money-saving advantages of dry-hire
• Review your invoice: You receive a clear final invoice with no surprises

Timing Rules of Thumb

• Your cocktail hour guests drink about 2 drinks in the first 60 to 90 minutes
• Reception guests average 1 drink per hour after cocktail hour
• Plan for 1 bartender per 50 to 75 guests for a full cocktail bar
• Wine and beer-only bars need 1 bartender per 75 to 100 guests
• Budget 1 pound of ice per guest, more in Oklahoma summer heat

This is the same timeline we use with every Bar-Key couple. It is designed to eliminate surprises and let you focus on what matters, which is enjoying your wedding.

The Bar-Key Process, in the Founder's Words

"It begins the moment you run an instant estimate, then a consult call, then booking with a 30% deposit and your contract," explains Bar-Key founder Patrick Wilson. "From there your Sip & Savor questionnaire captures your flavor profile, your planning meetings scale with your tier, and every couple leaves with a custom bar menu, a shopping guide, and a run sheet for their planner."

Every step in that sequence has a purpose for you. The Sip & Savor captures your flavor preferences so your cocktails tell your story. The planning meetings make sure we get every detail right. The shopping guide makes your purchasing effortless. And the run sheet gives your planner the exact timeline for bar service.

Your entire process lives inside our online portal, built from scratch for our couples. Planning, exploring, invoices, contracts, scheduling meetings, and direct messaging, all in one place.