How to Read a Bartending Quote So Nothing Surprises You

You asked three bartending companies for quotes. One is $1,200, one is $2,800, and one is $3,500. Which one is actually the best deal for you? You cannot tell until you read the fine print, because these quotes may be pricing completely different things.

Here is how to read your bartending quote and know exactly what you are getting.

The Line Items to Look For

1. Labor

How many bartenders do you get, and for how many hours? Does the quote cover setup and breakdown, or only the hours they are actively serving?

Watch for: a quote that says "2 bartenders for 4 hours" but means four hours of service only, with setup and breakdown billed separately at a higher rate.

How we do it: our quote is built on your hours of service. When we say four hours, that is four hours of active service, and the setup and cleanup around it (typically an extra one to two hours) are included in the rate, never billed separately.

2. Crew Leader

Is there one person in charge of the bar team, or just bartenders working on their own?

Watch for: companies that leave out a crew leader and charge extra to coordinate with your other vendors. At a bigger party (75+ guests), no crew leader means you become the coordinator on your own event.

3. Equipment

What is actually included? A bar top? A back bar? Coolers? Ice bins?

Watch for: "basic bar setup included" with no detail. Ask whether you will have a real bar structure or just bartenders working behind a folding table.

4. Supplies

Glassware or cups? Napkins? Straws? Garnishes? Ice?

Watch for: ice, which is the big one. Some companies include it and some do not. A 150-person party needs 200 to 400 lbs of ice, which runs $80 to $150 if you have to buy it, plus the hassle of picking up and storing 400 lbs of ice on the day of your event.

5. Alcohol

Is the alcohol included, or is it separate?

Watch for: traditional caterers that bundle alcohol into a per-person price, where the alcohol portion often carries a 200 to 500 percent markup over retail. Bar-Key, Boomtown, and Scissortail are all dry-hire, so we never sell or mark up alcohol and there is nothing hidden to pad the bill. You buy the alcohol at retail and keep what you do not use, while we build the shopping list so you never overbuy. For about 100 guests at a typical four-hour event, our guide usually lands you around $500 to $600 in alcohol, roughly $5 to $6 per guest.

6. Travel

Is there a travel fee, and how is it figured?

Watch for: companies that leave travel out of the quote and add it to the final invoice. A travel fee should be clear and agreed on before you book.

7. Gratuity

Is gratuity in the quote, or expected on top?

Watch for: a quote that reads "plus 20% service charge," because that $2,800 number is really $3,360. Also check whether the service charge goes to the bartenders (a tip) or to the company (margin with a friendlier name).

8. Insurance

Does the company carry general liability and liquor liability insurance?

Watch for: any company that does not mention it. If they are not insured and something goes wrong (a guest slips, a bottle breaks, property is damaged), you could be on the hook. Ask for a certificate of insurance, which any legitimate company will send you within 24 hours.

How to Compare Quotes Fairly

To line your quotes up apples to apples, do this:

1. Add up every cost, including items that are listed as "extra" in some quotes.
2. Divide by your guest count to get a per-person total.
3. List what each one includes: bartenders, crew leader, equipment, supplies, ice, alcohol, travel, and gratuity.
4. Note what each one leaves out.

The lowest per-person total with the most included is usually your best value. One more thing to weigh: how many bartenders per guest? A company sending one bartender for 150 people will give your guests a very different night than one sending three.

What a Boomtown Quote Looks Like

Your Boomtown quote is itemized and inclusive. Every line is visible, nothing hides in the fine print, and we do not tack a service fee onto the price you were quoted. Put us side by side with another company's fully loaded price, and we are confident in where we land.

A good quote tells you what you are paying. A great quote tells you exactly what you get for it.

Our Promise of a Clear Quote

"Bundled packages usually carry an added cost for sourcing, shopping, and prepping the supplies," says Bar-Key founder Patrick Wilson. "Boomtown lets you handle that piece yourself, and you still get the same level of service and hospitality."

When you read your Boomtown quote, every line is there for a reason and nothing is hidden: crew cost, travel if it applies, and any add-ons. The alcohol is yours to buy at retail, with no markup and no mystery.