Planning Drinks for Large Events: Tips for Success

Cheers to a Perfect Event

Whether it’s a backyard bash or a formal celebration, the key to a memorable party lies in nailing the drinks. This guide will help you calculate the perfect amount of drinks, batch cocktails like a pro, and even set up a whiskey tasting that will wow your guests.

How to Calculate Drinks for 50 People

No Drink Calculator Needed: Apply the 1-2-3 Rule and ice guidelines above to simplify your planning without guesswork.

Avoid running dry or overspending with the 1-2-3 Rule:

• 1 bottle of spirits for every 5 guests.

• 2 bottles of wine for every 5 guests.

• 3 beers per guest.

For a party of 50 people over 4 hours:

• Spirits: 10 bottles of spirits total (1 per 5 guests).

• Wine: 20 bottles (split red and white).

• Beer: About 150 beers (3 per guest).

Recommended Spirits and Why They Work:

To ensure variety without overwhelming your bar setup, these four versatile spirits offer something for everyone and seamlessly tie into the cocktails later in the article:

1. Jim Beam Bourbon (Kentucky): This classic bourbon brings smooth, approachable notes of vanilla and caramel. It works beautifully for timeless cocktails like the Old Fashioned or a Kentucky Mule (later covered in the DIY cocktail station). Its versatility also allows guests to enjoy it neat or with ice, perfect for bourbon lovers.

2. Hornitos Tequila (Mexico): Bright and crisp with clean agave and citrus-forward flavors, Hornitos is ideal for refreshing tequila-based cocktails like a Paloma or Ranch Water. Its smooth character ensures even guests who are new to tequila will enjoy it, whether in punch bowls or at a DIY station.

3. Roku Gin (Japan): Crafted with six Japanese botanicals, Roku Gin has a subtle complexity—notes of yuzu, green tea, and pepper balance perfectly with tonic or lemonade. It allows guests to create clean, refined drinks like a Cucumber Gin & Tonic or a Gin Basil Lemonade, which is discussed in the batch cocktail section.

4. Toki Japanese Whisky (Japan): Light, clean, and versatile, Toki is perfect for Japanese Highballs, a simple yet elegant cocktail highlighted later. Guests can also sip Toki neat to enjoy its harmonious blend of flavors—subtle vanilla, honey, and oak—or pair it with soda for a refreshing twist.

What You’ll Accomplish With These Spirits:

• A well-rounded bar that caters to bourbon, gin, tequila, and whisky drinkers.

• Simple, crowd-pleasing drinks that appear in both the DIY Cocktail Station and Batch Cocktails sections.

• Stress-free planning with versatile spirits that don’t require complex ingredients or advanced mixing skills.

How to Calculate Ice:

The general rule for ice is 1 pound per guest per hour, but for a 4-hour party with 50 people, 200 pounds of ice may seem excessive unless you’re in a hot climate or serving frozen cocktails. A more practical approach is:

• 75-100 pounds for drinks: Enough for mixing and chilling glasses.

• 50-75 pounds for chilling bottles: Keep wines, beers, and pre-batched cocktails cold in buckets or coolers.

Setting Up a DIY Cocktail Station

Why Have a DIY Cocktail Station?

A DIY cocktail station is a game-changer for large events. Not only does it keep your guests entertained, but it also ensures everyone gets exactly what they want to drink. This setup reduces wait times at the bar, makes the party feel interactive, and takes the pressure off you as the host to mix every single cocktail. Plus, when stocked with versatile spirits like Jim Beam, Hornitos Tequila, Roku Gin, and Toki Whisky, your guests can create simple yet impressive drinks that suit their tastes.

How to Set It Up:

1. Choose Your Spirits: Stick to 4 versatile spirits—one for each major category—so guests have plenty of options without overwhelming the bar. Use Jim Beam for bourbon drinks, Hornitos Tequila for refreshing tequila-based cocktails, Roku Gin for crisp gin options, and Toki Whisky for light and fizzy highballs.

2. Prepare Mixers: Offer a variety of mixers that pair well with the spirits:

   • Tonic water, soda water, ginger beer, lemonade, and grapefruit soda.

3. Garnishes: Fresh citrus slices (lemons, limes, and grapefruits), cherries, mint leaves, rosemary sprigs, and even sliced cucumber for a refined touch.

4. Tools: Provide the essentials—jiggers for measuring, shakers for mixing, bar spoons, ice buckets, and stirrers.

5. Glassware: Stock highball glasses, rocks glasses, and wine glasses for versatility.

6. Signage: Place recipe cards at the station to guide your guests through creating their drinks.

Cocktails Your Guests Can Make:

Here are four easy-to-make cocktails using the recommended spirits:

• Jim Beam: Kentucky Mule (bourbon and ginger beer topped with a lime wedge).

• Hornitos Tequila: Ranch Water (tequila, sparkling water, and a fresh lime squeeze).

• Roku Gin: Cucumber Gin & Tonic (gin, tonic water, and a few slices of cucumber).

• Toki Japanese Whisky: Classic Whisky Ginger (Toki, ginger ale, and a squeeze of lime).

Example Recipe Card: Cucumber Gin & Tonic

• Spirit: Roku Gin

• Mixer: Tonic water

• Garnish: Sliced cucumber and a sprig of rosemary

• How to Serve:

  1. Fill a highball glass with ice.

  2. Add 2 oz Roku Gin.

  3. Top with chilled tonic water.

  4. Garnish with cucumber slices and a rosemary sprig.

• This recipe highlights Roku Gin’s delicate botanical notes while adding a cool, refreshing twist perfect for warm events.

Cocktail Expansion: By offering these simple, foolproof recipes, you make it easy for guests to experiment and mix their perfect drinks without any guesswork. A DIY station encourages creativity while still keeping things organized and classy. Keep extra garnishes and mixers on hand so the bar stays fresh and inviting throughout the event.

The Art of Batch Cocktails for Large Groups

Save time and keep drinks flowing with these big-batch options featuring the recommended spirits.

Crowd Favorites to Batch:

1. Whiskey Sour Punch (Jim Beam): This bourbon-based punch is a timeless favorite that perfectly balances sweet, sour, and rich oak flavors. Jim Beam’s smooth caramel notes shine when mixed with fresh citrus, making it approachable for everyone. Serve this over ice with orange slices for a punch bowl that looks as good as it tastes. It’s an instant crowd-pleaser.

2. Japanese Whisky Highball Pitchers (Toki Whisky): Light, refreshing, and endlessly drinkable, the highball is a staple in Japanese drinking culture. Toki’s clean and subtle flavors make it the perfect base for this pitcher drink. Served chilled with soda water and garnished with lemon wheels, it’s ideal for guests who want something crisp without heavy sweetness.

3. Tequila Sunrise Punch (Hornitos): Nothing says “festive” like the vibrant colors of a Tequila Sunrise. Hornitos Tequila brings the right level of brightness and smooth agave notes to complement orange juice and grenadine. Served in a punch bowl with orange slices and cherries, this cocktail is both visually stunning and incredibly easy to enjoy.

4. Gin Basil Lemonade (Roku): This refreshing mix combines Roku Gin’s delicate Japanese botanicals with the tart sweetness of fresh lemonade. The addition of muddled basil adds a subtle herbal twist that elevates the drink to something special. It’s light, aromatic, and perfect for sipping on a warm day.

Best Practices:

• Pre-Chill Ingredients: Keep spirits like Toki Whisky and mixers cold beforehand to ensure batch drinks remain refreshing.

• Avoid Dilution: Add ice only when serving, or use large ice blocks that melt slowly.

• Label Clearly: Make each batch easy to identify with cards highlighting the base spirit and key ingredients.

• Portion Wisely: Use large beverage dispensers for self-serve ease, and have a backup batch ready for refills.

• Garnish Strategically: Set garnishes like lemon slices, basil sprigs, and cherries nearby for guests to customize their drinks.

How to Set Up a Whiskey Tasting Station

Educate and entertain guests with a curated whiskey tasting using standout selections.

Choose Your Whiskeys:

1. Jim Beam Bourbon (Kentucky): Smooth with notes of vanilla and oak, approachable for beginners.

2. Laphroaig 10-Year-Old Scotch (Islay, Scotland): Smoky and peaty, a bold choice for Scotch lovers.

3. Toki Japanese Whisky (Japan): Light, clean, and versatile.

4. Hibiki Harmony (Japan): A premium blend with honeyed, floral elegance.

   
   

Supplies and Setup:

1. Glassware: Choose small whiskey tasting glasses or rocks glasses. Whiskey glasses allow the aromas to gather at the top of the glass, enhancing the tasting experience, while rocks glasses work perfectly for those who want to add a cube or two of ice. Arrange neatly at the station for an organized look.

2. Water: Provide pitchers of still water alongside small cups for palate cleansing. Water is essential not only to reset taste buds but also to allow guests to explore how a small drop can open up flavors in certain whiskeys like Laphroaig, where smoky and peaty notes can transform into something even more complex.

3. Tasting Notes Cards: Create easy-to-read tasting cards for each whiskey. Include:

   • Name and Origin: E.g., Laphroaig 10-Year-Old (Islay, Scotland).

   • Flavor Notes: Highlight key characteristics like Laphroaig’s smoke and brine, Jim Beam’s vanilla and caramel, and Hibiki’s floral and honeyed sweetness.

   • How to Sip: Encourage guests to take small sips, swirl the whiskey in their mouths, and note flavors as they evolve.

   • Serving Suggestions: For example, adding water to Laphroaig or trying Hibiki with no ice to enjoy its velvety finish.

4. Pairings:

   • Jim Beam Bourbon: Serve with candied nuts or spiced pecans to complement its sweet, oaky richness.

   • Laphroaig 10-Year-Old Scotch: Pair with dark chocolate or smoked almonds to amplify its peaty, intense profile.

   • Hibiki Harmony: Offer soft cheeses like brie or light honeycomb to match its delicate floral notes.

   • Toki Japanese Whisky: Light crackers, dried apricots, or fresh apple slices add brightness that complements its crisp, clean taste.

5. Setup:

   • Arrange whiskeys in tasting order, starting with the lightest and progressing to the boldest:

     1. Toki Japanese Whisky – light and approachable.

     2. Hibiki Harmony – delicate and balanced.

     3. Jim Beam Bourbon – smooth and sweet.

     4. Laphroaig 10-Year-Old – bold and smoky.

   • Place tasting notes cards near each bottle so guests can explore at their own pace.

   • Add a few small trays for pairings and a bowl for used cups or glassware to keep the station tidy.

Guest Experience: Encourage guests to sip slowly and discuss flavors with others—a whiskey tasting is as much about the conversation as it is about the drink. Optional tip: Play light background music and share a quick story about each whiskey’s origin to make the experience even more immersive.

Frequently Asked Questions (FAQ)

1. How do I adjust the 1-2-3 rule for shorter or longer events?

The 1-2-3 rule (1 bottle of spirits for every 5 guests, 2 bottles of wine for every 5 guests, and 3 beers per guest) works wonders for a 4-hour gathering. But what if your event stretches longer? Or wraps up quickly?

• Short Events (2-3 hours): Trim your spirits list by prioritizing crowd-pleasers like Jim Beam Bourbon and Hornitos Tequila—brands known for their versatility. A smooth Jim Beam Old Fashioned or a bright Hornitos Ranch Water ensures satisfied guests without over-prepping.

• Long Events (6+ hours): Increase spirits by 20-30% and lean into batch-friendly bottles like Roku Gin for a Gin Basil Lemonade or Haku Vodka for light, refreshing infusions. Haku, distilled in Japan from premium rice, offers a crisp, clean sip that balances longer festivities.

2. What’s the best way to keep beer and wine cold alongside spirits?

It’s all about preparation and efficiency:

• Use ice baths (a mix of water and ice) for instant chilling. This method cools bottles faster than just ice alone.

• Opt for versatile spirits that don’t require precise chilling. For instance, Toki Japanese Whisky shines whether served neat or chilled in a Japanese Highball. Its light, floral notes stand up beautifully even as the ice slowly melts.

• For punch bowls or pre-batched drinks like Laphroaig Scotch Whisky-based spritzers, large-format ice blocks minimize dilution while keeping things cold. The peaty, smoky flavors of Laphroaig are robust enough to handle gentle temperature shifts.

3. How far ahead can I set up a DIY cocktail station or batch cocktails?

Timing is everything when you’re juggling guest prep.

• DIY Cocktail Station: Start 1-2 hours before the event begins. Keep garnishes prepped, spirits organized, and tools ready. Hornitos Tequila and Roku Gin are perfect anchors for a DIY station because they play well with common mixers like tonic water, grapefruit soda, or ginger beer.

• Batch Cocktails: Mix up large-format drinks 4-6 hours ahead of time. For example:

  • Maker’s Mark Whiskey Sour Punch: Maker’s Mark, with its signature soft wheat mash bill, blends beautifully with lemon juice and simple syrup. Prepare the base early and add ice just before serving.

  • Roku Gin Basil Lemonade: Roku’s Japanese botanicals, like yuzu and green tea, pair effortlessly with tart lemonade and muddled basil. Mix it in the morning and keep it cool until serving.

4. How do I pick whiskeys for a tasting if my guests have varying experience levels?

A great whiskey tasting is about balance and approachability. Start light and build toward bolder options:

1. Toki Japanese Whisky (Japan): Light, floral, and clean. Toki is the perfect starting point for beginners, thanks to its subtle vanilla and honey notes.

2. Maker’s Mark Bourbon (Kentucky): Smooth and sweet with caramel and soft spice. This iconic bourbon’s mellow profile makes it a crowd-pleaser.

3. Laphroaig 10-Year-Old Scotch (Islay, Scotland): Smoky, peaty, and bold—Laphroaig is a must for guests who love adventurous flavors. Introduce it last as a bold finale.

Pro Tip: Include tasting notes for each whiskey to guide your guests. For example, describe Laphroaig’s smoky brine and Toki’s clean elegance—both perfect for sparking conversation.

5. What are some good non-alcoholic options for a cocktail station?

Keep non-drinking guests in the mix with refreshing, sophisticated options:

• Sipsmith FreeGlider Non-Alcoholic Gin: A standout zero-proof spirit that delivers complex juniper and citrus notes. Mix with tonic and garnish with cucumber for a refreshing “G&T” alternative.

• Offer sparkling water, ginger beer, or grapefruit soda alongside garnishes like mint and citrus slices to elevate the presentation.

6. Can I batch cocktails with sparkling mixers?

You can—if you’re strategic. Sparkling mixers like soda, tonic, and ginger beer lose their fizz quickly. Here’s how to keep things lively:

• Pre-mix the spirits and non-carbonated ingredients. For example:

  • Hornitos Tequila Paloma Base: Combine Hornitos, fresh grapefruit juice, and lime ahead of time. Guests can add sparkling grapefruit soda at serving.

  • Toki Highball Pitcher: Mix chilled Toki Whisky with cold water first, then top each glass with soda water to keep those bubbles fresh.

Pro Tip: Toki’s delicate balance of light oak, honey, and citrus is perfect for highballs. Chill all ingredients beforehand so less ice is needed, preserving the drink’s crisp flavor.

7. How do I stop running out of ice mid-party?

Running low on ice is every host’s nightmare, but it’s avoidable with a bit of planning:

• Follow the 1 pound of ice per guest per hour rule for drinks, and add an extra 50 pounds for chilling bottles.

• Use slow-melting ice blocks for punch bowls or whiskey stations. For a Maker’s Mark Bourbon Punch, larger ice pieces minimize dilution while keeping the sweet, caramel-rich notes intact.

• For Japanese Whisky Highballs, like those made with Suntory’s Toki or Hibiki Harmony, crystal-clear ice cubes elevate both the aesthetic and the sipping experience.

Bonus Tip: Store extra bags of ice in shaded coolers or rent a small ice chest if hosting outdoors. Your Laphroaig drinkers will appreciate the chill as they savor every smoky sip.