Order your ready-made cocktails from Cocktailsbynina, schedule delivery with chilled reception, check your permits, and ensure you have enough bar points and ice. This is the core of good beverage logistics for events.
- Order at least 2 weeks before the event; provide final numbers no later than 5 business days in advance.
- Schedule a delivery slot with a fixed contact person and direct access to refrigeration.
- Check if you need a special permit for alcoholic beverages.
Key Insights
Good beverage logistics for events hinges on early ordering, chilled reception, the right permits, and sufficient glassware and staff.
| Point | Details |
|---|---|
| Order deadline | Provide final numbers at least 5 business days before the event; order at least 2 weeks in advance. |
| Calculate quantity | Estimate 3 drinks per person for the first hour and 2 per hour thereafter. |
| Glassware buffer | Keep 1.5 to 2 glasses per guest to account for breakage and misplaced glasses. |
| Permit | Apply for a special permit for drinks under 15% ABV; for spirits above 22% ABV, a mayoral authorization is required. |
| Cocktailsbynina | Delivers ready-made cocktails and mocktails with chilled transport and reception check; request a quote via the webshop. |
Table of Contents
- What to arrange immediately after deciding to serve cocktails?
- How much drink to order and when?
- How does delivery and reception at the location proceed?
- How to store ready-made cocktails safely?
- How many bar points and staff do you need?
- What permits and safety measures do you need?
- How to handle waste and reusable cups?
- What to do in case of shortages, breakage, or power outage?
- What does Cocktailsbynina provide for your event?
- Common mistakes we see at events
- Cocktailsbynina helps your event run smoothly
- Sources
What to arrange immediately after deciding to serve cocktails?
As soon as you decide to serve cocktails or mocktails, there are three things to settle immediately: the order date, division of responsibilities, and permit check. Who arranges delivery? Who is at the bar? Who applies for the special permit? Document this in writing, even if it's an informal party.
- Order: confirm quantities and delivery date with Cocktailsbynina.
- Delivery: designate one contact person to receive and sign for the delivery.
- Cooling: arrange for cold storage or cool boxes for the drinks' arrival.
- Permit: check with your municipality if a special permit is required.
- Location instructions: send parking and unloading details to the supplier.
Document who is responsible for each point in a brief playbook. One A4 page is enough.
How much drink to order and when?
The standard rule of thumb is 3 drinks per person in the first hour and 2 per hour thereafter. For a 3-hour event with 80 guests, this comes to: 80 × (3 + 2 + 2) = 560 drinks.
Also calculate glassware: keep 1.5 to 2 glasses per guest as a buffer for breakage and misplaced items. For 80 guests, this means at least 120 glasses. Cocktailsbynina provides matching glassware; check the cocktail glass sets for the correct sizes.
Final numbers must be provided no later than 5 business days before the event. Unopened bottles are often returnable; explicitly inquire about this when placing your order.
Pro-tip: For seasonal events (summer, Christmas), order earlier than usual. Popular flavors sell out quickly during busy periods.
How does delivery and reception at the location proceed?
A smooth reception starts with good preparation. Provide the supplier with the exact unloading location, parking options, and time window in advance. Schedule delivery at least 2 hours before the event begins.
- Confirm the time slot one day in advance by phone or email.
- Designate a receiving person who is present during unloading and authorized to sign.
- Check the packaging for visible damage, leakage, and completeness upon arrival.
- Record the temperature of chilled products on the waybill; ready-made cocktails are preferably transported at 4–8°C.
- Count the quantities and compare with the packing slip before signing.
- Immediately transfer to cooling — do not leave bottles at room temperature longer than necessary.
Is something missing or damaged? Note this on the waybill and contact Cocktailsbynina immediately. Do not sign for receipt of damaged goods without annotation.
How to store ready-made cocktails safely?
Alcoholic ready-made cocktails should be stored chilled at 4–8°C. Once opened, their shelf life is limited; opened bottles should preferably be used within 24–48 hours. Mocktails and non-alcoholic variants are often slightly more sensitive to temperature fluctuations; store them chilled as well.
Ice calculation is an underestimated point. For cocktail service, estimate approximately 200–300 grams of ice per guest per hour, including use for chilling bottles. For 80 guests at a 3-hour event, you will quickly need 50–70 kg of ice. If you don't have a cooling unit on site, a rented refrigerated container or extra cool boxes with dry ice are viable alternatives.
Pro-tip: Always check the label of ready-made products for allergen information. Products with nuts, milk, or gluten must be visibly labeled for guests. Ask Cocktailsbynina for an allergen list with your order.
Ready-made cocktails reduce staff pressure and ensure consistency in taste, but chilling remains a strict requirement. Read more about bar-quality drink tips for practical cooling advice.
How many bar points and staff do you need?
Plan for one bar per 100–150 guests and one server per 50 guests as a basic standard. With ready-made cocktails, dispensing is faster than with fresh preparation, but queues can still form if the flow isn't right.
| Guests | Bar Points | Serving Staff |
|---|---|---|
| 50 | 1 | 1–2 |
| 100 | 1–2 | 2–3 |
| 200 | 2 | 4 |
| 300 | 2–3 | 6 |
A good bar setup has a designated spot for the backbar (cooling unit and stock), a separate ice station, and a washing area. Keep the flow short: guest asks, server grabs, guest leaves. Every extra step increases waiting time.
- Tray service works well at receptions: fewer queues, more interaction with guests.
- Self-service is efficient for small groups but requires extra supervision for age verification.
- Bar service remains the standard for larger events.
Pro-tip: Designate one person solely for refilling and bringing ice. This one role halves waiting times at the bar without additional staff.
Find more inspiration for a stylish presentation in the guide on cocktail etiquette for events.
What permits and safety measures do you need?
For alcoholic beverages at a location without a permanent license, you need a special permit in the Netherlands. This applies to low-alcohol beverages under 15% ABV. If you want to serve spirits (above 22% ABV), a specific mayoral authorization is required. Apply for this at least 4 weeks in advance with your municipality.
The Trimbos guideline for events advises: provide free drinking water, establish house rules for alcohol and drugs, deploy qualified event health care providers, and consult with the municipality on risk assessment.
The minimum age for alcohol is 18 in the Netherlands and Belgium. Appoint one person to actively check IDs, preferably with an ID scanner or clear instructions to staff. Establish house rules in a briefing before the event.
Safety measures to always arrange: sufficient water supply (free and visible), a first-aid post or trained first-aider for larger events, and a chill-out area for alcohol-intensive programs.
How to handle waste and reusable cups?
Disposable cups are increasingly restricted at events. Belgian guidelines stipulate that drinks in disposable packaging may only be served if a collection system is in place that guarantees at least 95% recycling. Reusable cups with a deposit system are the simplest solution.
- Use reusable cups with a deposit of €1–2 per piece.
- Set up a return point at each bar and assign someone for collection and washing.
- Pre-determine who is responsible for waste removal and processing: you, the venue, or the caterer.
- Inquire with the venue about specific waste regulations; these vary by municipality.
What to do in case of shortages, breakage, or power outage?
Shortages happen, even with good planning.
In case of a shortage: immediately call Cocktailsbynina for express delivery or alternative products. If you have a buffer stock behind the bar, you gain time. Communicate openly with guests if a variant is temporarily unavailable.
Breakage or leakage: immediately isolate the area, safely remove glass shards, and use reserve glass from the buffer. Keep a cleaning kit behind the bar (towels, bucket, broom).
Power outage affects your cooling the most. Priority: move chilled stock to cool boxes with ice, call the cooler rental company, and inform the venue manager. Do not serve drinks that have been outside of cooling for more than 2 hours.
What does Cocktailsbynina provide for your event?
Cocktailsbynina delivers ready-made cocktails, mocktails, cocktail boxes, and shot boxes, supplemented with glassware and accessories. Everything is prepared with premium ingredients and ready to serve immediately.
- Product lines: cocktails, mocktails, cocktail boxes (2, 4, or 6 pieces), shot boxes, and non-alcoholic cocktails.
- Logistics: chilled transport, delivery slots by appointment, and reception check upon delivery.
- Return policy: unopened bottles are often returnable; discuss this when placing your order.
- Customization: for larger events or specific tastes, you can request a quote.
For a quote, you will need: event date and location, expected number of guests, desired mix of alcoholic and non-alcoholic drinks, and access information for the location (elevator, loading dock, parking options).
Common mistakes we see at events
The most common mistake is ordering too late. Popular cocktails sell out quickly during busy periods, and express delivery is not always possible. Plan your order at least 2 weeks in advance.
The second mistake: too little glassware. Organizers calculate precisely the number of guests, without a buffer for breakage or misplaced items. Always keep 1.5 to 2 glasses per guest.
The third mistake is ambiguity about who does what. One contact person for the client, one for Cocktailsbynina, and all deadlines documented in writing. This may sound formal, but it prevents confusion on the day itself.
Cocktailsbynina helps your event run smoothly
Ready-made cocktails and mocktails from Cocktailsbynina eliminate preparation time and reduce pressure on your staff. You order online, choose your mix of alcoholic and non-alcoholic drinks, and the beverages are delivered chilled at your chosen time slot.
Have an event planned? Get your guest count, date, and location details ready and request a quote via the webshop. View the full range of ready-made mocktails and non-alcoholic cocktails for an inclusive program, or go directly to Cocktailsbynina for the complete assortment including glassware and catering options.
Sources
Use these resources to check your permits, safety measures, and waste regulations before your event takes place.
- Selling and serving alcohol (alcohol permit) | Ondernemersplein
- Local regulations
- TRIAF1704-Alcohol-drugs-en-roken-op-evenementen-Leidraad-voor-gemeenten-4.0.pdf
- Guidelines regarding beverage permits, waste, catering, water, noise, and electricity - UiT in Kontich
- TIP! - How much drink and snacks should you provide at a party or event?
This article contains general information and does not replace the advice of a qualified attorney. Consult a qualified legal professional about your specific situation before acting on this content.
