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Bartending Quote Template

Bar package, staff ratio, service hours and who buys the alcohol. Free PDF, no sign-up.

Bartending is quoted per event from three known numbers: guests, hours and how many bartenders those two demand. The one question that decides the shape of the whole document is who buys the alcohol — a dry-hire bar service and a fully stocked bar are different businesses with different liabilities, and a quote that does not settle it in its first lines will be renegotiated later.

Issued by

Copper Kettle Bar Co.

26 East Market Street

40202 Louisville, KY

United States

events@copperkettlebar.example

Bill to

Rosalie Whitcombe

1400 Cherokee Parkway

40204 Louisville, KY

United States

r.whitcombe@example.com

Quoted price

$2,945.00

Valid for 21 more days · Aug 27, 2026

Fixed price, valid until August 27, 2026.

Alcohol

You purchase the alcohol; we pour it. A shopping list for 140 guests over five hours is attached, with quantities by bottle and a return policy note for your retailer. Our liquor liability certificate is sent to the venue on request.

Description	Qty	Rate	Tax	Amount
Bartenders — 5 hour service Three bartenders for 140 guests on a full cocktail menu; 15 bartender-hours	15	$65.00	—	$975.00
Bar back and ice runner One bar back for the five service hours, restocking and collecting glass	5	$38.00	—	$190.00
Mixers, garnish and ice package Per guest: mixers, citrus, bitters, 40 lb ice per 25 guests	140	$9.50	—	$1,330.00
Portable bar and back bar Two 6 ft bars with front panels, delivered and struck	2	$225.00	—	$450.00

Subtotal	$2,945.00
Total	$2,945.00

Terms

Valid 21 days. A 30% deposit holds the date; balance due on the event day. Unopened stock remains yours and is packed back into your vehicle at strike.

Quote #QUO-5934 · Copper Kettle Bar Co. · Page 1 of 1

What this quote commits you to

How long it stands: 21 days for the bar package and staffing level named; the date itself is held only once a deposit has arrived.
What it does not cover: Alcohol purchase and the licence to sell it, glassware, ice beyond the package quantity above, and any corkage or bar fee the venue itself charges.
What would change the price: A service hour added on the night, an extra bar station, and a guest count that pushes the ratio to another bartender.
How the client accepts it: Accept the quote and return the event details form; insurance certificates are issued to the venue from what it says.

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What to put on a bartending quote

Guest count and service hours, with the bartender ratio they produce
Who purchases the alcohol, and who holds the licence to serve it
The bar package: mixers, garnish, ice, straws and napkins, listed
Glassware — rented, supplied by the venue, or disposable
Bar structure: portable bar supplied, or the venue's own counter
Set-up and breakdown time, and the load-in access needed
Liquor liability insurance and its limit, with the certificate available

Questions

Should the bartender buy the alcohol?

A bartending service that does not hold a licence cannot sell alcohol, which is why the common arrangement is that the host buys it and the service pours it. Say which arrangement this quote assumes — it changes the price, the insurance and who is responsible for what is served.

How many bartenders does an event need?

Roughly one per seventy-five guests for beer and wine, one per fifty for cocktails, and the quote should show the arithmetic. A host who understands the ratio does not read a second bartender as an upsell.

What is a shopping list worth on a quote?

A great deal, when the host is buying. Quantities of spirits, wine, beer, mixers and ice for the guest count turn an anxious purchase into a list, and it is the part of the service hosts remember.

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