How much alcohol for 250 guests
For a five-hour reception: 1,278 drinks — 116 bottles of wine, 16 cases of beer and 20 bottles of liquor, plus a sparkling toast, ice and mixers. Adjust it for your crowd in the calculator.
The full list: 250 guests, 5 hours, full bar (US)
213 drinking guests × (2 drinks in the first hour + 1 an hour after) = 1,278 drinks, split 30 % beer, 45 % wine, 25 % spirits, rounded up to whole units.
| Item | Buy | Notes |
|---|---|---|
| White wine | 52 bottles | 4 cases of 12 + 4 · 5 × 5 fl oz glasses per bottle |
| Red wine | 46 bottles | 3 cases of 12 + 10 · 5 × 5 fl oz glasses per bottle |
| Rosé | 18 bottles | 1 case of 12 + 6 · 5 × 5 fl oz glasses per bottle |
| Beer | 16 cases | 12 oz cans/bottles, cases of 24 · 383 servings needed |
| Vodka | 7 bottles | 750 ml · 16 × 1.5 fl oz pours per bottle |
| Whiskey / bourbon | 4 bottles | 750 ml · 16 × 1.5 fl oz pours per bottle |
| Gin | 4 bottles | 750 ml · 16 × 1.5 fl oz pours per bottle |
| Tequila | 3 bottles | 750 ml · 16 × 1.5 fl oz pours per bottle |
| Rum | 2 bottles | 750 ml · 16 × 1.5 fl oz pours per bottle |
| Sparkling wine for the toast | 32 bottles | 2 cases of 12 + 8 · 8 toast pours per bottle; non-drinkers get sparkling juice |
| Sparkling juice / alcohol-free fizz | 5 bottles | 8 toast pours per bottle |
| Tonic water | 6 bottles | 2 L bottles |
| Soda water | 5 bottles | 2 L bottles |
| Cola | 4 bottles | 2 L bottles |
| Ginger beer / ale | 3 bottles | 2 L bottles |
| Cranberry or orange juice | 2 bottles | 2 L bottles |
| Soft drinks, sparkling water, lemonade | 114 bottles | 2 L bottles · ≈ 755 servings |
| Still water | 23 packs | Packs of 5 L or a water station; check the venue tap water |
| Ice | 750 lb | 37 × 20 lb + 1 × 10 lb bags · about half for drinks, half for chilling |
| Limes | 40 limes | 1 lime ≈ 8 wedges |
| Lemons | 20 lemons | 1 lemon ≈ 8 wedges, half the spirit drinks |
| Oranges (twists, old fashioneds) | 13 oranges | Plus cocktail cherries and mint if your menu needs them |
| Wine glasses | 144 glasses | 1.5 per wine drinker (no washing) |
| Highball / rocks glasses | 81 glasses | 1.5 per spirits drinker |
| Flutes for the toast | 250 flutes | One per guest |
| Water / soft drink glasses or cups | 375 glasses | |
| Cocktail napkins | 750 napkins | 3 per guest, packs of 50 |
At example retail prices the drinks, mixers and ice come to about $3,004 ($12 a guest) — your prices will differ.
4, 5 or 6 hours
| Bar open | Drinks | Wine (750 ml) | Beer (cases of 24) | Liquor (750 ml) | Ice (lb) |
|---|---|---|---|---|---|
| 4 hours | 1,065 | 98 | 14 | 19 | 750 |
| 5 hours | 1,278 | 116 | 16 | 20 | 750 |
| 6 hours | 1,491 | 136 | 19 | 26 | 750 |
UK and Australian units
UK glasses of wine are usually bigger (175 ml, four to a bottle) and spirit measures smaller (25 ml), so the same party needs more wine bottles and fewer spirit bottles. Australian lists use 150 ml wine, 30 ml nips, 700 ml bottles and cartons of 24 × 375 ml.
| Bar open | UK wine (75 cl) | UK beer (cases) | UK spirits (70 cl) | AU wine (750 ml) | AU beer (cartons) | AU spirits (700 ml) |
|---|---|---|---|---|---|---|
| 4 hours | 120 | 14 | 14 | 98 | 14 | 15 |
| 5 hours | 145 | 16 | 15 | 116 | 16 | 17 |
| 6 hours | 170 | 19 | 17 | 136 | 19 | 19 |
Drinks cost at example prices for five hours: UK about £2,624, Australia about $4,999.
Beer and wine only
Dropping spirits (a 40 % beer, 60 % wine split) keeps the same 1,278 drinks but changes the shopping: 156 bottles of wine and 22 cases of beer, and no mixers beyond soft drinks. It is usually cheaper and quicker to serve, and a dry-hire bar needs fewer bartenders for it.
Consumption is a planning rule of thumb, not a measurement. Serving sizes follow the NIAAA standard drink (US) and gov.uk specified quantities (UK). Serve water throughout and never serve anyone under age or drunk.
Alcohol for 200 guests · How much alcohol for a wedding: the full guide
Frequently asked questions
How much wine for 250 wedding guests?
For a five-hour reception with 85 % of guests drinking and wine as 45 % of drinks, plan 116 bottles of 750 ml (5 glasses each) in the US, 145 bottles at 175 ml UK glasses, plus 32 bottles of sparkling for one toast each.
How much beer for 250 guests?
About 383 beers over five hours at a 30 % beer share: 16 cases of 24, or kegs instead (2 × ½-barrel keg (15.5 gal) + 1 × ⅙-barrel keg (5.16 gal)).
How much liquor for 250 guests?
20 bottles of 750 ml across vodka, whiskey, gin, tequila and rum covers 320 pours of 1.5 oz at a 25 % spirits share over five hours.
How much ice for 250 guests?
About 750 lb if bottles and cans are chilled in tubs, half that if drinks arrive cold. Add 50 % on a hot day.
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