The bar is often the social hub of an event and a significant revenue generator for the organiser. It is also one of the most operationally complex elements to manage, involving licensing law, stock logistics, staffing, cash handling, and responsible service. Getting it right takes careful planning.
Licensing requirements
Selling alcohol at an event in England and Wales requires either a premises licence or a temporary event notice (TEN). The choice depends on your event size and frequency.
Temporary event notices
A TEN is the simpler option. You submit a notice to your local licensing authority and the police at least ten clear working days before the event (though giving more notice is strongly recommended). A TEN allows up to 499 people at any one time and can run for up to 168 hours (seven days). There is no application fee beyond the statutory £21.
Limitations: you can give a maximum of 15 TENs per calendar year (as a personal licence holder) or 5 (if you do not hold a personal licence). The same premises can be the subject of a maximum of 15 TENs per year. If the police or environmental health object, the TEN can be refused or modified.
Premises licence
For larger events or venues hosting regular events, a premises licence is more appropriate. This involves a formal application process with a public consultation period of 28 days, and the application fee depends on the rateable value of the premises (from £100 to £1,905). A premises licence requires a designated premises supervisor who holds a personal licence.
If you are running a one-off event with fewer than 500 people, a TEN is almost always the right choice. For recurring events or festivals over 499 capacity, you need a premises licence.
Planning your bar setup
Location
Position your bar where it is visible, accessible, and does not obstruct crowd flow. For outdoor events, a central location with good sightlines works well. Avoid placing bars near emergency exits, medical facilities, or children's areas. If your event has multiple areas, consider running separate bars in each area to spread demand and reduce queuing.
Structure
For outdoor events, your bar needs a covered structure: a marquee, a shipping container conversion, a trailer bar, or a custom-built timber bar. The structure needs to be weatherproof, well-lit, and provide adequate working space for bar staff. Allow at least 1.5 metres of depth behind the bar for staff movement and storage.
Serving points
More serving points mean faster service. As a guide, each server can handle approximately 60 to 80 transactions per hour at a busy event bar. If you expect 500 people wanting drinks in the first hour, you need at least seven to eight serving points to keep queues manageable.
Refrigeration and ice
You need far more refrigeration than you think. Warm beer at a summer event is a disaster. Budget for enough fridge and freezer space to keep your entire stock cold, or arrange for regular restocking from a chilled storage area nearby. For events without mains power, generator-powered refrigeration trailers are available to hire.
Ice requirements are roughly 0.5 kg per person for a full-day event serving cocktails and soft drinks over ice. For a 1,000-person event, that is 500 kg of ice. Order from a specialist ice supplier and store in insulated containers.
Stock planning
Estimating alcohol consumption is part science and part guesswork. Useful benchmarks for a mixed adult audience at a UK event:
- Beer and cider -- 2 to 3 pints per person over a 6-hour event
- Wine -- 1 to 2 glasses per wine drinker (roughly 20% of your audience)
- Spirits and cocktails -- Popular at evening events; budget 1 to 2 drinks per interested customer
- Soft drinks and water -- At least 20% of your stock should be non-alcoholic options
These are averages and vary significantly with event type, audience demographics, weather, and time of day. Afternoon family events will see lower alcohol consumption than an evening music event.
Negotiate sale-or-return terms with your drink supplier where possible. This means you only pay for what you sell, and unsold stock is returned. Not all suppliers offer this, but it significantly reduces your financial risk.
Staffing
Bar staff at events need to be fast, friendly, and trained in responsible alcohol service. Key staffing roles:
- Bar manager -- Oversees the entire bar operation, manages stock, handles problems, and makes decisions on cutting off intoxicated customers
- Servers -- One per serving point during peak times, reducing during quieter periods
- Glass collectors / runners -- Keep the bar area clean and restock from storage
- Security -- At least one security operative near the bar to manage any issues with intoxicated or aggressive customers
All bar staff should understand the law on selling alcohol to underage or intoxicated persons. Under the Licensing Act 2003, it is an offence to sell alcohol to a person who is drunk. Train staff on your Challenge 25 policy and ensure they know how to refuse service politely and safely.
Payment systems
Card payment is now the norm at event bars, and many events have moved to cashless-only operation. Cashless bars are faster (no counting change), more secure (no cash handling), and provide accurate sales data. However, you need reliable connectivity for card terminals. Mobile data coverage at outdoor sites can be patchy.
Options include:
- Standard card terminals -- Work over mobile data or wifi. Make sure you have tested coverage at your bar location before the event
- Token systems -- Customers buy tokens from a central point and exchange them for drinks. This moves the payment queue away from the bar, speeding up service. Tokens are typically sold in £1 or £5 denominations
- RFID wristbands -- Customers load credit onto a wristband and tap to pay. Fast and data-rich, but the technology has a setup cost and requires explanation for first-time users
Responsible service and safety
Your bar operation has a direct impact on the safety of your event. Irresponsible alcohol service leads to antisocial behaviour, medical incidents, and potential legal liability. Practical measures include:
- Offering free drinking water at the bar and around the site
- Not running drinks promotions that encourage excessive consumption
- Training staff to spot and refuse service to intoxicated customers
- Serving drinks in shatter-proof containers (plastic or compostable cups) at outdoor events
- Having a clear process for incident escalation when alcohol-related issues arise
After the event
Reconcile your sales against your stock. Card terminal reports give you exact revenue figures. Compare this against the stock consumed to check for wastage, spillage, and any discrepancies. This data helps you plan stock levels more accurately for your next ticketed event.
Return unsold stock to your supplier (if on sale-or-return terms), clean and return hired equipment, and clear the bar area completely. If you are operating on a site that needs to be returned to its original condition, ensure no evidence of the bar remains: no bottle caps, no spilled drinks, no broken glass.
