PourPlan · free drinks calculator
How much alcohol for 300 guests? These figures assume
300 guests · a function after the working day (4 hrs) · tab, then cash · mild · average crowd
Who pays
Tab, then cash Open bar Cash bar
The crowd
Lighter Average Heavy
The day
Mild Hot Scorching Cold
Plan on roughly 1350 drinks — about 4.5 a guest across the whole day, with an honest range of 1080 to 1620, because every crowd is different.
The forecast · rounded to real packs
Beers518 × 330/440ml incl. 8% safety 479 · 22 cases of 24
Cidersincl. safety margin 148 · 7 cases of 24
White & rosé wine5 × 150ml pour per bottle 223 · 49 bottles
Red wine5 × 150ml pour per bottle 182 · 40 bottles
Bubblytoast for every guest (6-glass pour) + extra — buffer built in 90 · 15 bottles
Spirits (with mixers)28 × 25ml tot per bottle 230 · 9 bottles (750ml)
Mixerscans, one per spirit drink — a double shares the same mixer 195 · 9 cases of 24
Soft drinksbeyond mixers 88 · 4 cases of 24
Bottled water600 × 500ml · 2 per guest — never skimp on water 600 · 25 cases of 24
Ice30 × 5kg bags 150 kg
Bar staff1 head barman + 5 · 39 crew-hours incl. setup 6
Suggested bar spendR 209/guest R 62 659
Tune it properly in the calculator Free, no signup. Change the hours, the region, or your own drinks-per-guest.
When they actually drink it Not evenly. The ceremony is nearly dry, canapés are steady, supper quietens the bar, and the dance floor carries the night.
Arrival0.31 hrs 0.39 per guest
Ceremony0.46 hrs 0.11 per guest
Canapés1.38 hrs 1.96 per guest
Supper & speeches1.85 hrs 2.04 per guest
What will move this number Nobody can give you an exact figure, and anyone who does is guessing. These are the things that actually shift it:
The DJ A full dance floor drinks; an empty one does not. The single biggest swing, and nothing predicts it.
When dinner lands Served late, guests drink through a longer canapé stretch. Served early, the bar quietens sooner.
What is being served A house wine and an estate Sauvignon pour the same volume and cost wildly different money.
The weather on the day Heat moves water and the white/red split more than it moves the total.
Who is in the room A wedding of a hundred university friends is not a wedding of a hundred cousins.
How these numbers are worked out Other guest counts Same 300 guests, different event Run a mobile bar? This calculator is one screen of PourPlan — the rest turns forecasts into branded quotes, van load sheets, a running tab on the night and a reconciliation the morning after. See what's coming →