Planning a marquee event is a fantastic way to create a bespoke and unforgettable occasion. Whether it’s a wedding, a festival, or a corporate function, a marquee provides a blank canvas. However, this flexibility also means you need to think about all the details that a traditional venue would provide, and the bar is one of the most important.
Enter the mobile bar. A mobile bar service is the perfect solution, bringing a fully stocked, staffed, and stylish bar directly to your marquee. But what exactly is involved? This in-depth guide covers everything you need to know about hiring a mobile bar for your marquee event.
Why Choose a Mobile Bar for Your Marquee?
The beauty of a marquee lies in its freedom, and a mobile bar complements this perfectly. Here’s why it’s a brilliant choice:
Complete Flexibility
You can choose a mobile bar style that perfectly matches your event’s theme, from rustic wooden bars for a country wedding to sleek, modern LED bars for a corporate party. Many companies offer bespoke branding and styling to truly personalise the experience.
Professional Service
Mobile bar companies provide experienced, professional staff; from skilled bartenders to creative mixologists. This ensures a high level of service, minimal queuing, and a fantastic atmosphere.
Convenience
The mobile bar provider handles all the logistics. This includes sourcing and chilling the drinks, providing all the necessary equipment (glassware, ice, refrigeration), and managing the setup and takedown. It takes a huge amount of stress off your shoulders.
Tailored Drinks Menus
You have complete control over what’s served. Whether you want a simple selection of beer and wine, a full-service bar with spirits, or a bespoke cocktail menu featuring drinks named after you and your partner, your company or your theme, it’s all possible.
Types of Mobile Bar Services and Packages
Mobile bar providers in the UK typically offer a range of packages to suit different budgets and event styles. Understanding the options is key to making the right choice.
1. Dry Hire
This is the most basic option. You hire the physical bar unit and the equipment (e.g. fridges, taps, tools), but you are responsible for everything else. You will need to source, purchase, and chill all the drinks and hire your own staff. This can be a great money-saving option if you have a team of volunteers, but it adds a significant amount of planning and work for you.
2. Fully Stocked & Staffed Bar
This is the most popular and stress-free choice. The company provides:
- A fully equipped bar unit.
- All the drinks, including alcohol and soft drinks.
- Professional, trained bartenders and staff.
- Glassware, ice, garnishes, and other consumables.
Within this package type, you have different payment models:
- Cash Bar: The bar operates like a traditional pub. Guests pay for their own drinks, either with cash or card. This is an excellent option for managing your budget, as there’s no upfront cost for the drinks. Some companies may require a minimum spend, which you would need to cover if guests don’t meet it.
- Open Bar/All-Inclusive: You pay a fixed price per head or an agreed-upon total for a set amount of drinks. Guests can drink for free for the duration of the event. This is very popular for weddings and celebrations, as it creates a generous and celebratory atmosphere.
- Bar Tab: A pre-agreed amount is put on a tab. Guests can order drinks for free until the tab is reached. After that, it can either switch to a cash bar or the host can top up the tab. This offers a middle ground, allowing you to treat your guests without an unlimited budget.
Key UK Licensing Considerations for Bars in Marquees
Hiring a mobile bar for a marquee is not as simple as booking a unit; there are important legal requirements to consider.
This is arguably the most crucial aspect. In the UK, if alcohol is being sold (which includes a cash bar or ticketed events), a licence is required. The mobile bar company should handle this for you. They will need to apply for a Temporary Event Notice (TEN) from the local council where your marquee is located. A personal licence holder from the company will oversee the event. Ensure your contract explicitly states that the mobile bar provider is responsible for all licensing.
You can learn more about licensing for mobile bars in our blog post Do I Need a License for a Mobile Bar at My Event?
Considerations When Hiring a Marquee
Your marquee provider and your mobile bar company need to work in tandem to ensure a seamless event. Here are some key points to discuss with both parties during the planning stages.
Marquee Structural Safety
The marquee itself is a temporary demountable structure (TDS), and as the event organiser, you have a legal duty of care for everyone on site. The Health and Safety Executive (HSE) provides extensive guidance on this topic. You must ensure that the marquee is fit for purpose and safely erected, especially given the unpredictable UK weather.
- Competent Contractors: The most important step is to hire a reputable marquee company. They should be able to provide evidence of their competence, including proof of adequate insurance and a solid track record.
- Weather Management: The marquee must be designed and anchored to withstand foreseeable wind speeds and other adverse weather conditions. The marquee company should have a documented wind management policy that outlines procedures for monitoring weather and what actions they will take if wind speeds approach the structure’s design limits. In extreme cases, this may include the need to evacuate the structure.
- Site Suitability: The marquee company must conduct a proper site assessment. This includes checking the ground conditions for stability and ensuring there are no underground services (like gas or electrical lines) where stakes will be driven.
- Fire Safety: All materials used for the marquee and its linings must be fire-retardant and have the correct certification. There must be a sufficient number of clearly marked emergency exits that are unobstructed at all times.
Marquee Layout and Bar Placement
The location of the bar within the marquee is crucial for flow and atmosphere. A central location can be a great social hub, but it needs to be accessible for both guests and staff, with space for queues. Discuss this with your marquee company to ensure the layout accommodates the bar’s dimensions and guest traffic without blocking fire exits or other key areas.
Flooring and Stability
Marquee flooring comes in various forms, from basic matting over grass to solid wooden floors. A mobile bar, especially one with heavy refrigeration units and kegs, requires a stable, level surface. Be sure to inform your marquee provider that you are having a bar so they can recommend the most suitable flooring option. A solid, boarded floor is often the best choice for a professional bar setup, preventing instability and a muddy floor if the weather turns.
Power Requirements and Distribution
As mentioned earlier, a reliable power source is non-negotiable. Most mobile bars need multiple power outlets for fridges, lighting, pumps, and till systems. You must communicate the exact power requirements provided by your bar company to your marquee provider or generator hire company. This ensures that you have the correct wattage and a suitable number of sockets.
A power distribution box may be necessary to safely run all the equipment from a single generator.
Access for Setup and Takedown
Ensure that the mobile bar company has clear, uninterrupted access to the marquee site for delivery, setup, and collection. This can be particularly important if the marquee is in a field or a back garden with limited access.
Coordinate timings with both your marquee and bar providers to avoid any on-the-day clashes and ensure a smooth process. Hiring your marquee and mobile bar from the same supplier will make this process much easier.
Budgeting for Your Mobile Marquee Bar
The cost of a mobile bar can vary significantly. Here’s a rough breakdown of what influences the price:
- Package Type: Dry hire is the cheapest, while an open bar is the most expensive, as it includes all the drinks.
- Guest Numbers: The number of guests will determine the quantity of drinks and the number of staff required.
- Service Hours: The length of your event will impact staff costs and the amount of stock needed.
- Drinks Selection: A bespoke cocktail menu will cost more than a simple beer and wine list.
- Location: Travel costs may be added if the provider is not local to your event.
- Bar Style: Unique or custom-built bars may have a higher hire fee.
A Rough Guide: A fully stocked, staffed cash bar may require a minimum spend of £1,000-£1,500 or more. An all-inclusive package could start from around £20-£50 per person, or more depending on the duration and drinks selection.
Questions to Ask Your Mobile Bar Provider
Before you sign a contract, be prepared with these essential questions:
- What is included in your standard package?
- Who is responsible for the licensing and do you provide a TEN?
- What are your power requirements (e.g. will we need a generator)?
- Can we customise the drinks menu, and is there a charge for this?
- What is your policy on minimum spend?
- What happens to any leftover drinks?
- Do you provide glassware, or is there an additional hire charge?
- What is your staff-to-guest ratio for the size of our event?
- Are you fully insured (including public liability)?
- What is your cancellation policy?
Questions to Ask Your Marquee Hire Company
Before you sign a contract, be prepared with these essential questions:
- What is included in your standard package?
- Do you offer a site visit?
- What are your set-up and take-down times?
- Do you provide power distribution and a generator?
- What is your wind management policy and how is the marquee secured?
- Is all the marquee material fire-retardant?
- Are you fully insured (including Public and Employers’ Liability)?
- Who is responsible for the marquee during the hire period?
- Are there any additional costs I should be aware of?
- What is your cancellation or postponement policy?
The Benefits of Marquee and Bar Hire from the Same Supplier
While you can certainly hire your marquee and mobile bar from two different companies, many UK suppliers now offer a comprehensive package. Choosing a single provider for both services can simplify your planning process and offer significant advantages.
Seamless Integration and Logistics
When your marquee and bar come from the same company, the planning is streamlined. They are experts in ensuring the bar unit is perfectly suited to the marquee structure. This includes:
- Optimal Bar Placement: The provider will know exactly where to position the bar for the best flow, taking into account the marquee’s unique floor plan, access points, and power distribution.
- Coordinated Setup: Instead of juggling two separate teams, a single crew will arrive on-site, already knowing the layout and power requirements. This means a faster, more efficient setup and takedown, reducing the overall stress on the day.
- Shared Responsibility: There’s no risk of a “blame game” if an issue arises. If the power supply isn’t working for the bar, the marquee provider is the same company, so they have a vested interest in fixing the issue immediately.
Cost and Time Savings
Managing multiple suppliers means multiple contracts, invoices, and communication channels. Consolidating your marquee and bar hire can lead to:
- Package Deals: Many combined-service companies offer discounted rates when you book both a marquee and a bar together. This can result in considerable savings compared to hiring each service separately.
- Reduced Admin: A single point of contact for all your marquee and bar-related questions and planning. This saves you valuable time and effort in the months leading up to your event.
- Fewer Surprises: With an integrated service, there’s less chance of hidden costs or unexpected logistical hurdles because the two elements are planned and priced as a single solution from the start.
In essence, hiring from a single supplier transforms two distinct services into a cohesive, stress-free part of your event plan. It’s an ideal solution for anyone who wants to focus on enjoying their marquee party rather than managing the intricate details behind the scenes
Final Thoughts
Hiring a mobile bar for a marquee is an investment in your event’s success. By choosing the right service, asking the right questions, and handling the logistics, you can ensure your guests are well-catered for, leaving you free to enjoy your celebration without worrying about a single warm Prosecco or flat beer.
Why Choose Elite Event Group?
When it comes to creating the perfect marquee event, the details matter. Elite Event Group simplifies the entire process by offering a seamless, one-stop solution for both your marquee and mobile bar hire. With years of experience, we have a reputation for providing fun, friendly, and professional service across the North West.
Our expertise ensures that every element of your event works in perfect harmony. From selecting the right marquee to providing a bespoke mobile bar tailored to your vision, we handle all the logistics. This means you get a beautifully coordinated event with a single point of contact, reducing stress and saving you time and effort.
At Elite Event Group, we offer a complete event experience, with everything you need under one roof to make your celebration truly memorable. Let us turn your vision into a reality, leaving you free to enjoy every moment with your guests.
Planning an event and need marquee and mobile bar hire? We’d love to help! Please feel free to get in touch here.