Quick Summary
Ten real questions to ask any bar catering vendor before booking — staffing ratios, menu customization, destination logistics, and what separates experienced teams from the rest.
We've staffed and run bar service for weddings, destination celebrations, corporate events, and private parties across Delhi NCR and venues around India. This list comes out of that work: the questions hosts actually ask us before booking, and the answers that tend to separate a team that's done this before from one that hasn't.
If you're comparing bar catering vendors right now, these ten will tell you more in one phone call than any brochure.
1. Have you handled an event like mine specifically?
A 300-guest wedding reception, a 40-person corporate offsite, and a five-day destination wedding are three different logistics problems, not variations on the same setup. Ask for an example close to your actual event — guest count, venue type, event style — not just a general "yes, we've done weddings."
2. What's actually included in your quote?
Get this in writing before you compare prices. Common gaps we see hosts get surprised by: whether glassware and ice are included, whether mobile bar equipment is a rental line item or bundled, and whether mocktail stations count as a separate service or come standard.
3. Can you build a menu around my event, not your standard list?
A good bar catering team will ask you questions before proposing a menu — your guest mix, the season, whether you want a couple-inspired signature drink — rather than sending a fixed price list. If a vendor's first response is a generic menu PDF with no questions attached, that's worth noting.
4. How do you decide how many bartenders to send?
This should have a real answer, not a guess. We staff at roughly one bartender per 40–50 guests, with additional stations added once guest counts pass 300 — enough to keep the post-ceremony or post-dinner rush from turning into a 10-minute wait. Ask any vendor for their actual ratio and hold them to it.
5. Who handles setup, ice, power, and cleanup — you or the venue?
This is where cost and responsibility disputes usually start. Confirm who transports equipment, who's responsible for ice quantities (this matters more than people expect in Delhi summers), whether the venue's power supply is confirmed for your bar setup, and who handles cleanup at close. Get it in writing, not just discussed on a call.
6. What's the non-alcoholic menu like — not just "do you have one"?
Nearly every event has guests who won't be drinking alcohol — family members, designated drivers, younger guests. Ask specifically how many mocktail options are offered and whether they're built with the same ingredients and presentation as the cocktail menu, or treated as an afterthought.
7. Can the bar setup actually match my event's look?
Ask to see photos of past setups that match your event's style — not just a generic "yes, we customize." A team with real experience will have examples: a Rajasthani brass counter for a haldi, a minimalist backlit setup for a modern reception, whatever fits your theme.
8. How far ahead do I need to book?
For peak wedding season in North India (roughly October–February) or any destination wedding, 4–6 months ahead is the safe window — later than that and your preferred team may already be booked for your date.
9. Do you actually operate at destination venues, or just say you do?
Ask specifically: which states or venues have you worked in, and how do you handle transporting equipment and coordinating with an unfamiliar venue? A team with real destination experience will have a clear answer about logistics, not just "yes, we travel."
10. Why you, specifically — not just "we're the best"?
Watch for the answer here. A vendor who talks about pricing alone hasn't told you much. Look for someone who can describe how they handle guest flow, how they've solved problems at past events, and how they communicate with hosts leading up to the day — that's what actually predicts a smooth event.
Final Thoughts
Hiring a bartender for a wedding or event isn't really about the drinks menu — it's about hiring a team that plans well, communicates clearly, and handles the parts of the event you won't see. Asking these ten questions before you book will tell you more about a vendor than any pitch will.
At Pour & Co., we're happy to answer all ten directly — get in touch and we'll walk you through our staffing plan and menu for your specific event.
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