Setting the right per-person price for open bars can make or break your event profitability. Too many caterers guess at pricing and watch their margins disappear. Here's exactly how to calculate a realistic, profitable rate.
What does an open bar really cost?
Open bars look straightforward - guests pay a fixed rate and drink unlimited amounts. But consumption patterns shift dramatically between events. Corporate networking sessions have different drinking habits than wedding receptions, and college reunions consume vastly different amounts than retirement parties.
⚠️ Note:
Always calculate with prices excluding VAT. Alcoholic beverages have 21% VAT, so a bottle of wine costing €6.05 incl. VAT costs €5.00 excl. VAT.
Average drink consumption per person
Industry data shows these consumption patterns:
- Beer: 3-5 glasses per person (0.25L)
- Wine: 2-4 glasses per person (0.15L)
- Soft drinks/water: 2-3 glasses per person (0.25L)
- Spirits: 1-3 shots per person (4cl)
These numbers fluctuate based on event length, guest demographics, and timing.
💡 Example corporate happy hour (4 hours):
50 people, mixed group, Friday afternoon:
- Beer: 4 glasses × 50 = 200 glasses (50L)
- Wine: 3 glasses × 50 = 150 glasses (22.5L)
- Soft drinks: 2 glasses × 50 = 100 glasses (25L)
- Spirits: 2 shots × 50 = 100 shots (4L)
Purchase prices and cost calculation
Accurate costing requires current supplier prices. Calculate everything excluding VAT:
- Beer (keg): €1.20-€1.80 per liter
- House wine: €3.50-€6.00 per bottle (0.75L)
- Soft drinks: €0.80-€1.20 per liter
- Spirits: €15-€25 per bottle (0.7L)
💡 Cost calculation:
For 1 person at corporate happy hour (4 hours):
- Beer: 1L × €1.50 = €1.50
- Wine: 0.45L × €6.67/L = €3.00
- Soft drinks: 0.5L × €1.00 = €0.50
- Spirits: 0.08L × €28.57/L = €2.28
Total drink costs: €7.28 per person
From cost price to selling price
Beverage costs represent just one component of your total expenses. Profitable open bar operations target a pour cost of 20-25%. This means beverage purchases should consume 20-25% of your selling price.
After managing kitchen operations for nearly a decade, I've found this formula works consistently:
Formula:
Minimum selling price excl. VAT = Drink costs / (Pour cost % / 100)
💡 Selling price calculation:
Drink costs €7.28, desired pour cost 22%:
- Selling price excl. VAT: €7.28 / 0.22 = €33.09
- Selling price incl. 9% VAT: €33.09 × 1.09 = €36.07
Round to: €36.00 per person
Including additional costs
Beyond beverages, you'll need to account for these expenses:
- Staff: Bartender, on-site service
- Transport: Drinks and materials to location
- Materials: Glasses, taps, cooling
- Setup/breakdown: Time and labor
These expenses typically add €8-€15 per person, varying by location and service level.
Offering different packages
Smart caterers create tiered packages to manage risk:
- Basic: Beer, wine, soft drinks (€28-€35 per person)
- Standard: + house jenever, vodka (€35-€45 per person)
- Premium: + premium spirits, cocktails (€45-€60 per person)
⚠️ Note:
Establish clear duration agreements upfront. Two-hour open bars cost differently than six-hour events. Add €8-€12 per person for each additional hour.
Tracking and adjusting
Measure actual consumption after every event. This data helps refine future calculations and improves accuracy over time. Document guest demographics, event duration, and real consumption numbers.
Digital tracking systems can store this information and automatically update calculations based on current purchase prices.
How do you calculate the price of an open bar? (step by step)
Estimate drink consumption per person
Determine based on the type of group and duration how much beer, wine, soft drinks and spirits will be consumed per person. Use averages: 3-5 beers, 2-4 wines, 2-3 soft drinks, 1-3 spirits per person for 4 hours.
Calculate drink costs per person
Multiply the estimated consumption by your purchase prices excluding VAT. Add up all drink costs for one person. This is your cost price for drinks per person.
Calculate selling price with pour cost
Divide your drink costs by your desired pour cost (20-25%). This gives you the minimum selling price excluding VAT. Add 9% VAT and round to a practical amount.
✨ Pro tip
Track actual consumption for your first 12 events by guest type and duration. You'll spot patterns that let you price 15-20% more accurately while maintaining healthy margins.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
What's a realistic pour cost for an open bar?
Target a pour cost between 20-25% for open bars. This means beverage purchases consume 20-25% of your selling price. The remaining 75-80% covers staff, materials, transport, overhead, and profit.
How much does an average person drink at an open bar?
During a 4-hour event, expect 3-5 beer glasses, 2-4 wine glasses, 2-3 soft drinks, and 1-3 spirits per person. Guest demographics and event timing significantly impact these numbers.
Should I calculate costs with or without VAT?
Always calculate excluding VAT for cost pricing. Alcoholic beverages carry 21% VAT while open bar service has 9% VAT. Add VAT only to your final customer price.
How do I factor in non-beverage costs for open bars?
Include staff wages, transport, glassware, equipment, and setup/breakdown time. These typically add €8-€15 per person depending on location complexity and service requirements.
What if guests consume less than estimated?
Establish minimum consumption guarantees beforehand. Most caterers charge 80-90% of projected consumption as a minimum to ensure profitability regardless of actual usage patterns.
How should I price premium spirits versus house brands?
Premium packages typically cost €10-€15 more per person than standard offerings. Factor in the higher purchase cost of top-shelf spirits and adjust your pour cost percentage accordingly to maintain margins.
Should I charge differently for daytime versus evening events?
Yes, evening events typically see 30-40% higher alcohol consumption than afternoon gatherings. Adjust your per-person estimates based on start time and expected guest behavior patterns.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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