Understanding Bar Pricing: Per Person vs. Consumption
- Megan Neumeier
- Jul 15
- 3 min read
Updated: Aug 11
One of the most common debates in the catering and conference world is around bar pricing: Should you choose per person pricing or charge based on consumption?
When I worked as a catering and conference manager, I walked countless clients through this decision. The main driver? The same question every time: “Which option will be cheaper in the end?”
But over the years, I’ve learned that “cost” isn’t always purely financial. It’s also about peace of mind, time management, and aligning with your broader event goals. (See my post on: *How Much Is Your Time Actually Worth?)
Let’s break it down step by step.
Step 1: Know Your Audience
Before you look at pricing, take a close look at your attendees. Ask yourself:
Who are they?
Why are they attending your event?
Let’s compare two common examples:
Group A: An annual association conference with a hosted welcome reception.
Group B: A wedding reception with a hosted bar.
Group A consists of business professionals attending on their employer’s dime. Their purpose is to network and build professional relationships. You’ll likely see lighter, more moderate drinking habits.
Group B is friends and family gathered to celebrate a loved one. Often on their own travel budgets, these guests are more likely to treat the bar as part of the party and indulge a bit more.
Step 2: Review Your Event History (If You Have One)
If your event is recurring, like Group A’s annual conference, you might already have valuable data to use.
Let’s say last year’s hosted reception had:
200 attendees
A 2-hour bar service
A total bar bill of $10,000
That breaks down to $25 per person, per hour ($10,000 ÷ 200 ÷ 2).
Now compare that to this year’s catering bar package:
$38 per person for the first hour
$25 per person for each additional hour
In this case, pricing is nearly identical. The history helps you confidently choose either route depending on your preference for budget predictability vs. flexibility.
Step 3: Estimating for One-Time Events
If your event is a one-time celebration (like Group B’s wedding), you won’t have historical data to lean on. Here’s how to analyze:
Let’s assume the average drink costs $15.
A $38/hour per person package means the caterer expects about 2.5 drinks per person in the first hour.
Each additional $25/hour suggests 1.5 drinks per person per hour after that.
Now take a realistic look at your guest list.
Do you expect most guests to have 3 or more drinks in the first hour? If so, per person pricing might work in your favor.
If you believe most guests will only have 1–2 drinks total, consumption pricing could save you money.
It’s a bit of a numbers game—but even educated guessing can give you a good sense of direction.
Step 4: Consider Budget, Peace of Mind, and Decision Fatigue
After all the math and scenarios, here’s what really matters:
1. Budget: If your budget is tight and you want full control, per person pricing gives you exact costs with no surprises.
2. Peace of Mind: Sometimes it's worth paying a bit more just to avoid the anxiety of an unexpected bill. If that sounds like you, opt for per person.
3. Decision Fatigue: If you’re juggling 1,000 details, eliminating one variable by locking in your bar pricing might be the smartest move.
Step 5: The Importance of Being Informed
There’s no one-size-fits-all answer. It comes down to your group, your goals, and your comfort with the unknown. If you need predictability, go per person. If you’re willing to gamble for savings, go on consumption.
No matter which route you take, being informed is the key to making the right decision.
Understanding the Bigger Picture
When considering bar pricing, think beyond just the numbers. The atmosphere of your event can be influenced by how you structure your bar service. A per person pricing model might create a more relaxed environment, while consumption pricing could lead to more excitement and celebration.
Final Thoughts
In conclusion, the choice between per person and consumption pricing is not just about costs. It’s about understanding your audience, reviewing past events, and considering the overall experience you want to create.
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