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Behind the Scenes of a Real Phoenix Bar Rental Event

Planning an event with a full-service bar is exciting, but what does it really look like behind the scenes? In this blog, we’ll walk you through the entire process of a real Phoenix bar rental event—from inquiry to execution—so you can see what to expect when hiring an event bar rental team. Whether you’re organizing a wedding, corporate function, or private party, this guide offers a transparent look at the work and coordination required for a flawless bar setup for events.

Step 1: The Initial Inquiry

Our featured event was a 100-guest backyard wedding in Scottsdale, Arizona. The couple reached out three months in advance through our website’s contact form.

What they asked for:

  • Full bar rental setup with portable white bar
  • Two signature cocktails
  • Bartenders for 5 hours
  • Ice and cups

Within 24 hours, they received a personalized quote, contract, and a follow-up call to clarify event details.

Step 2: Site Visit and Planning

A week later, our team conducted an on-site walkthrough of the backyard venue to:

  • Measure space for the bar setup 

  • Check access points for loading and unloading

  • Confirm water/electric access (if needed)

Pro tip: A site visit helps us customize bar layout, lighting, and flow—especially important for outdoor and non-traditional venues.

Step 3: Menu Curation and Logistics

The couple wanted cocktails that reflected their personalities. Our team crafted a customized drink list:

  • “Till Zest Do Us Part” – Tequila, grapefruit, lime, rosemary

     

  • “Copper State Love” – Vodka, ginger beer, lime, blood orange

     

We also coordinated:

  • Ice supply

     

  • Drinkware options (glass vs. disposable)

     

  • Signature cocktail options and custom signs and decor

Step 4: Final Confirmation and Licensing

A week before the wedding:

  • Guest count finalized at 252

     

  • Custom signage delivered

     

  • Bartending team confirmed

     

  • Insurance certificates shared with the wedding planner

     

  • Proactively inquired about any last-minute needs or questions to finalize event details

Since the couple supplied their own alcohol, we ensured a certified bartender was assigned. No temporary liquor license was needed under Arizona law.

Step 5: Event Day Setup

Our team arrived 3 hours early to begin the mobile bar setup, which included:

  • Mobile bars with LED uplighting
  • Ice bins, garnish station, and mixing equipment
  • Four bartenders in formal attire
  • Signature cocktail menus at the entrance and bar

Timing: Setup took approximately 2.5 hours.

Placement: The bars were positioned near the entrance for cocktail hour and near the dance floor during the reception.

Step 6: During the Event

Guests were immediately drawn to the beautiful bar design. Here’s what our team managed during the event:

  • 1,085 cocktails served

     

  • 3 large drink spills handled discreetly

     

  • 2 guests cut off professionally for being visibly intoxicated

     

The staff kept the line short by:

  • Pre-mixing cocktails in batches

     

  • Assigning one barback to help keep alcohol and mixers stocked

     

  • Refreshing garnishes and ice trays every 30 minutes

     

Step 7: Tear Down and Clean Up

Once the event concluded:

  • All equipment was packed in under an hour

  • Trash was consolidated and removed

  • Remaining alcohol was returned to the hosts

We conducted a brief walk-through with the planner to ensure the area was returned spotless.

Event Feedback

The client left a 5-star review:

“Thee House of Drinks was professional, stylish, and an absolute hit. Our guests loved the cocktails and the bartenders handled everything flawlessly. Highly recommend their event bar rental service!”

What You Can Learn From This Event

If you’re planning an event and considering a mobile bar rental, here are the major takeaways:

  • Book Early: Give your provider at least 2–3 months to prepare, especially in peak season.
  • Customize Your Setup: Use a bar setup for events that complements your layout and décor.
  • Let the Pros Handle It: From spills to crowd control, experienced staff keep things smooth.
  • Communicate Clearly: Good communication between you and the vendor ensures no surprises.

FAQs About Phoenix Bar Rentals

Do I need a liquor license?

Not if you’re providing your own alcohol and not charging guests.

Absolutely! We provide shopping lists and quantity recommendations.

Our typical event bar rental package includes:

  • Bar station
  • Bartenders
  • Mixers
  • Garnish station
  • Ice and coolers
  • Signage
  • Napkins and Straws
  • Setup/tear-down

1 to 2 hours depending on location and complexity.

Conclusion

This real event gives a glimpse of what goes into a successful bar rental. From planning to final cocktail served, a professional event bar rental company handles the details so you can enjoy your celebration. If you’re thinking of hiring a bar setup for events, trust that experience, customization, and attention to detail make all the difference.

Ready to Host Your Own Unforgettable Event?

Inspired by our behind-the-scenes look? Fill out the form and we’ll bring the same seamless mobile bar experience to your celebration or gathering.