A mobile bar isn’t just about pouring drinks — it’s the social hub of your wedding. Get it right and guests are relaxed, service is smooth, and your venue stays compliant. Get it wrong and you risk queues, budget surprises, or even a licensing issue.
This guide walks you through everything you need to know: from venue rules and guest numbers to UK alcohol laws, staffing, and sustainability.
Step 1: Clarify the big four
Venue rules & access
- Does your venue allow outside bars?
- Do they have an approved supplier list?
- Where can a vehicle or bar unit set up? (Check level ground, cover, and a wet-weather backup plan.)
Guest count, service hours & pace
- Use 1 drink per adult per hour as a starting point.
- Example: 120 adults × 5 hours = ~600 servings.
- Many planners adjust to 2 drinks in the first hour, then 1 per hour after.
Look & vibe
From rustic horseboxes to sleek fold-outs, style matters — but check practicals too (wind direction, power cable runs, waste collection).
Service hours
Agree exactly when the bar opens, closes, and whether last orders apply.
Step 2: Understand UK bar licensing & legal requirements
Before you sign a mobile bar contract, make sure the service is fully legal — otherwise, your event could be shut down on the day. Here are the key rules to check in the UK:
Temporary Event Notice (TEN)
- What it is: A simple licence that allows alcohol to be sold at venues that aren’t already licensed.
- Limits: Each person and premises can only apply for a certain number of TENs per year.
What to ask: “Do you handle the TEN application, and what’s the deadline?”
Personal licence & Designated Premises Supervisor (DPS)
- When it applies: If your venue already has a premises licence.
- Requirement: Alcohol sales must be supervised by a Designated Premises Supervisor (DPS) who holds a personal licence.
What to ask: “Who will act as DPS for our event?”
Food hygiene registration
- Why it matters: Any bar handling ice, fruit garnishes, or mixers is classed as a food business.
- Rules: They must be registered with the local authority (free, at least 28 days before trading).
What to ask: “What’s your Food Hygiene Rating, and how is staff trained for allergens and safe handling?”
Red flag to avoid
If a supplier says “No licence is needed — we just serve what you supply”, be cautious. The law distinguishes between selling and supplying alcohol, and reputable mobile bars will explain the correct route (TEN or DPS).
Step 3: Choose a bar funding model
How you pay shapes the guest experience and your budget.
| Model | How it works | Best for | Watch out for |
|---|---|---|---|
| Open/Hosted Bar | Fixed cost per guest or per hour. | Predictable budgets, generous hosts. | Can be costly if your crowd drinks heavily. |
| Consumption/Tab | You pay for what’s actually drunk at agreed unit prices. | Mixed crowds, lighter drinkers. | Less predictable final bill. |
| Cash/Card Bar | Guests pay directly. You may start with a hosted tab, then switch. | Tight budgets, guest choice. | Can feel less “inclusive” unless paired with free welcome drinks. |
For a deeper dive into pros and cons, see our full article on open vs cash bar weddings in the UK.
Step 4: How much to order (without overbuying)
- Start with 1 drink per adult per hour baseline.
- Split across beer/wine/spirits depending on your menu.
- Use online wedding drinks calculators or ask your bar to convert into bottles, kegs, and mixers.
Example: 120 adults × 5 hours = ~600 drinks
- 40% beer (240 drinks → approx. 3 kegs)
- 40% wine (240 drinks → ~96 bottles)
- 20% cocktails (120 cocktails → bar supplies spirits + mixers)
Step 5: Plan power, water & waste
Power sizing
- List appliances: lights, fridges, coffee machine, blender, till.
- Check watt/amp ratings → add 20% buffer for startup surges.
- If hiring a generator, confirm spec with your supplier.
Water & ice
- Who supplies potable water?
- Is ice food-safe and stored properly?
- Is there freezer capacity to replenish?
Waste & glass
- Confirm recycling for glass, cans, and cardboard.
- Agree who clears and collects waste.
Step 6: Staffing & service design
- Menu: Keep it tight — two signature cocktails plus classics works well.
- Staffing ratio: 1 bartender per 50–75 guests. Add a glass collector if using real glass.
- Non-alcoholic options: Offer quality zero-proof cocktails and softs so everyone feels included.
Our mobile bar hire services include flexible open bar packages tailored to your guest list.
Step 7: Insurance & paperwork
Ask suppliers to show:
- Employers’ Liability Insurance (£5m minimum if they employ staff).
- Public Liability Insurance (£2–£5m cover, often required by venues).
- Risk assessments & PAT tests (for electrical kit).
- Vehicle/trailer insurance if bringing a mobile unit.
Step 8: Sustainability choices that matter
- Reusable cups/glass: Cuts waste if managed properly.
- Beer & wine on tap: Kegs reduce packaging and keep product fresh longer.
- Avoid single-use plastics: Opt for compostable straws or none at all.
Step 9: What to look for in the contract
- Licensing responsibilities & deadlines (who files the TEN).
- Service model, hours & overtime rates.
- Power, water, waste responsibilities.
- Glassware: breakage charges, dirty return policies, deposits.
- Cancellation & postponement terms: check for non-refundable deposits or sliding scales.
Supplier checklist
- Who files the TEN and by when? Backup plan if refused?
- Who is the DPS/personal licence holder?
- Are you registered as a food business? What’s your Food Hygiene Rating?
- Power requirements: list total watts/amps, startup surges, generator spec.
- Insurance: Public Liability (limit?), Employers’ Liability.
- Glassware: quantities, breakage policy, dirty-return fees.
- Contract: cancellation/postponement terms, cooling-off period.
Example plan (plug & play)
Scenario: 120 adults, 5-hour reception
- Menu: 2 signature cocktails + beer + wine + mixers + NA options
- Quantity: ~600 drinks split 40/40/20
- Ops: 1 × 3–4m bar, 2 bartenders + 1 barback per 75–90 guests
- Power: confirm fridge/espresso/blender/POS wattage → generator buffer added
- Sustainability: reusable cups, keg beer, consider keg wine
Final checks before you book
Choosing the right mobile bar is about more than just picking cocktails — it’s about guest experience, compliance, and smooth operations. With the right supplier and clear contract, your bar becomes a highlight of the day, not a headache.
Once you’ve chosen your style, explore our wedding bar hire services to see package options.
