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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 · Oct 11, 2026

Fixed price, valid until October 11, 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.

Edit this template Free, no account, no watermark — download the PDF when you are done.

When the work is done, invoice it

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.

About the free quote generator

Is this quote generator really free?

Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.

What is the difference between a quote and an estimate?

A quote is a fixed price you are offering to hold, and it is binding on you once the client accepts it. An estimate is your best projection of the cost and can move if the job does. If the scope is not settled yet, send an estimate instead.

Is a quote legally binding?

Once a client accepts it within the period it stands, a quote generally forms a contract at that price — the details depend on your jurisdiction and on what the document itself says. That is why the price, the scope and the exclusions all belong in writing, and why the document prints the date the offer expires.

How long should a quote be valid until?

Thirty days is the common default, and two weeks is sensible when materials prices are moving. Whatever you choose, state it on the quote: an offer with no expiry is an offer you have made for ever.

Can I raise the price after the client accepts?

Not unilaterally, which is the point of quoting rather than estimating. What you can do is price the variations the client asks for afterwards, provided the quote said what was and was not included.

Do I need to create an account?

No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.

Can the client accept the quote online?

Not from a downloaded PDF. Saving the quote to an account gives it a link the client opens and answers on, and the acceptance is recorded against the document rather than living in an email thread.

Can I use this for any currency or country?

Yes. Choose any currency and country for either party — the totals and formatting follow your selection.

Ready to send it?

The template opens in the free quote generator with these lines already on it. Change what you like, download the PDF.

Edit this template

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