Connect the bar to the agenda
Explain whether drinks support a welcome reception, networking, an employee celebration or hospitality after presentations. Mark the moments when guests will be free to use the bar and the parts of the programme where service would interrupt another activity.
Share expected attendance by session if people come and go. Include organisers or other groups who need to be considered, and distinguish them from the wider registration list. Those details help the bar team understand the service request without assuming every attendee is present throughout.
Set budget and decision authority
Confirm whether the business will pay for an agreed selection, guests will purchase drinks or a shared-cost model is being considered. Identify who can approve the proposal and any changes during the event. Keep the host contribution and the guest-facing arrangement easy to explain.
If you have brand or presentation preferences, describe them as requests. Ask what can be provided and how it appears in the quote rather than assuming custom signs, printed menus or a particular bar finish are included.
| Item | What to record |
|---|---|
| Programme | Arrival, sessions, networking and service window |
| Authority | Organiser, quote approver and on-site decision-maker |
| Venue | Reception procedure, unloading, room and access times |
| Hospitality | Payment model, drink direction and other suppliers |
| Finish | Closing, equipment handover and venue deadline |
Prepare the venue interface
A reception desk or security team may control access to the food and drinks area. Tell it about the agreed arrival arrangement, and nominate someone who can receive the team while the event lead is busy. Review venue conditions and relevant responsibilities with the venue and bar team before the programme is finalised.