Getting ready to plan your first large-scale event and wondering about all that’s involved? Not to scare you, but as you can imagine – there’s a lot! And the bigger the event, the more things there are that you need to take care of.

So, what exactly qualifies as a large-scale event? Some examples of large-scale events might include music festivals, lavish weddings, product launches, industry conferences, galas, golf days, and seminars. They usually have hundreds, or even tens of thousands of attendees.

The success of all these types of events often boils down to the quality of services provided. And that of course, includes the bar services. The last thing you want is to run out of drinks, have too many, face delays or have your bar services executed in a way that doesn’t match your event’s style or venue layout.

Here at Thirst Bar Services, we’ve catered to some of the largest corporate and private events in South Africa, and we’ve learned a thing or two along the way that could help you in organising your first large-scale event.

Here are our 4 best tips for successfully planning a large event:

Get a clear estimate of guest numbers

Before you start planning your bar services, make sure you have a good idea of how many guests you’re expecting. Even if it’s just a rough estimate – for instance, somewhere between 200 and 400 – having some clarity can make a big difference when it comes to drinks.

Begin by setting a minimum number to give your bar services provider a starting point for pricing and planning. You can always make a few adjustments to this later on. You won’t necessarily know the exact guest count until the event day, but still try to get most RSVP confirmations beforehand. That’s why it’s best to set your RSVP deadline at least a few weeks (or even months) before the event.

Plan your budget

You need to know exactly how much you have to work with to determine the scope of your bar services. Once you have your budget set, you can begin distributing your resources accordingly.

Remember, apart from food and drinks, you’ll need to think about aspects like your venue, entertainment, and branding. But ultimately, the quality of drinks and snacks, and more importantly – how they are served – will be what people will remember most about your event.

Choose the right venue

Your venue is going to shape the atmosphere for your guests, so you will need to do some research and select one that aligns with your objectives, theme, and branding. Other factors you’d want to consider include size, technical needs, accessibility, and safety measures. We suggest that you compare venues based on layout, capacity, amenities, services, and cost.

Pick a theme and style

Your event doesn’t actually have to have a theme, but where’s the fun in that? Usually, it ties various elements of your event together and enhances the overall experience for your guests. Your theme could be as simple as a colour scheme or something inspired by the season or a current trend.

Once you’ve chosen a theme, you can extend it to other aspects of your event, including the dress code, food, and drinks. For example, if you go with a beach-theme, you can request that guests wear Hawaiian shirts and flip-flops, while the menu could feature tropical cocktails and seafood snacks.

The bottom line

A large-scale event can involve a lot of guesswork, especially if you’re taking on the role of planner or have been tasked with the job. These types of events can seem overwhelming, and typically include unforeseen particulars that smaller gatherings don’t involve.
At Thirst Bar Services, we specialise in premium bar services and events of any scale. When we say we take care of everything, we mean everything. Our mobile bars are highly customisable so we can decorate it however you want to fit with your event’s theme.

Get in touch with us to find out how we can help ensure the success of your large-scale event.