How To: Mobile Bar for Weddings

Many wedding planners are opting for mobile bars. Mobile bars can elevate the celebration, providing guests with a unique and memorable experience. However, navigating the legal, logistical, and contractual aspects of operating a mobile bar requires careful planning and attention to detail. Here’s a step-by-step guide to help you through the process.

Licenses and Permits

Before you can serve a single drink, you must obtain the necessary licenses and permits. These vary by state and local jurisdiction, so it's crucial to research the specific requirements for your area. For example, in Georgia, you will need the following:

1. Business License 
2. Certificate of Occupancy 
3. Food Handler’s License, also known as Food Service License 
4. Seller’s Permit 
5. Liquor License Permit
6. Mobile Food Facility Permit
7. Public Health Permit

Business License

A mobile bar, like any business, needs a business license to operate legally. This license is typically obtained from your local government and serves as the foundation for your other permits.

Certificate of Occupancy

A certificate of occupancy shows that the space is zoned for a particular type of business. However, because not every county will require them, it is important to check with your local health department. Some counties require them for certain situations so it is imperative to find out if it is needed in your county.

Liquor License

Serving alcohol is the core of any bar business, and for this, you'll need a liquor license. The type of liquor license required can vary:

• Catering License: If your mobile bar is part of a catering service that provides both food and beverages, a catering license may be necessary.
• Special Daily License: For one-time events, a temporary or special daily license can be applied for.
• Portable Bar License: Some states require a specific portable bar license, though this is not universal and may be covered under existing catering or temporary event licenses.

Other Permits

In addition to a liquor license, you may need:

• Food Handler's License: If you are serving food along with beverages, your staff will need food handler's licenses.
• Seller’s Permit: This permit is required for businesses that sell taxable goods and services, including alcohol.
• Mobile Food Facility Permit: If your mobile bar also serves food, this permit is essential.
• Public Health Permit: Ensures that your mobile bar meets health and safety standards.
• Event Permits: Depending on the location and nature of the event, additional permits may be required to ensure compliance with local regulations and community standards.

Contract Stipulations

When engaging a mobile bar service, a detailed contract is essential to outline the terms and responsibilities of both parties.

Parties Involved

The contract should clearly identify the service provider (the mobile bar) and the client (the wedding organizer), including their contact information.

Event Details

Specify the date, time, location, and duration of the event. This ensures both parties are aware of the logistics and can plan accordingly.

Services Provided

Outline the types of beverages to be offered, any additional services (such as custom cocktail creation or DIY cocktail stations), and staffing details. This could include the number of bartenders, servers, and any other personnel.

Payment Terms

Detail the total cost, deposit required, balance payment schedule, and any additional fees for extended hours or special requests. Clearly state the payment methods accepted and any deadlines for payments[3].

Licensing and Permits

Clarify who is responsible for obtaining the necessary alcohol licenses and permits. This is typically the responsibility of the mobile bar service provider, but it should be explicitly stated in the contract to avoid any misunderstandings.

Insurance and Liability

Address liability insurance coverage for the mobile bar service provider. Include any indemnification clauses to protect the client from potential alcohol-related incidents. This is crucial for ensuring that both parties are protected in case of any unfortunate events.

Cancellation and Refund Policy

Define the terms under which either party can cancel the contract and the conditions for any refund of deposits or fees. This helps in managing expectations and avoiding disputes.

Dispute Resolution

Establish the process for handling any disputes that may arise, including mediation or arbitration procedures. This ensures that any issues can be resolved efficiently and fairly.

Who Provides the Alcohol?

The responsibility for providing the alcohol can vary based on the agreement between the mobile bar service and the client.

• Mobile Bar Service: Typically, the mobile bar service provider is responsible for obtaining and providing the alcohol, as they are the ones holding the necessary liquor licenses.
• Client: In some cases, the client may choose to purchase the alcohol themselves and have the mobile bar service handle the serving. However, this would still require the mobile bar to have the necessary licenses to serve the alcohol Lastly, if the client wishes to provide the alcohol, for liability purposes, request that the client provide ALL the alcohol and not just some. Serving alcohol is a liability in of itself and having multiple sources for the alcohol is a recipe for disaster.

Law Regarding Serving Beer vs. Liquor

The laws regarding the service of beer versus liquor are generally similar but can have some nuances:

• Liquor License: Serving liquor requires a full liquor license, which allows the service of all types of alcoholic beverages, including beer, wine, and spirits.
• Beer and Wine License: Some states offer licenses that only allow the service of beer and wine. If your mobile bar only plans to serve these, a beer and wine license may suffice. However, for full-service bars, a full liquor license is necessary.

Additional Considerations

Event Permits and Local Regulations

Ensure that you have all the necessary event permits for the location where the wedding will take place. Local regulations can vary significantly, so it's important to check with the local authorities to ensure compliance.

Health and Safety

Comply with all health and safety regulations. This includes having certified staff, proper sanitation practices, and adherence to public health standards.

Open Bar Etiquette and Best Practices

• Trained Bartenders: Ensure your bartenders are trained to recognize when someone has had too much and can politely cut them off.
• Designated Drivers: Arrange for transportation options such as designated ride-share services or taxi vouchers to prevent guests from making poor decisions.
• Sober Party Members: Have sober party members act as drivers or guides for those who need help.

Conclusion

Operating a mobile bar for a wedding is a complex but rewarding endeavor. By ensuring you have the necessary licenses and permits, drafting a comprehensive contract, and adhering to local laws and regulations, you can provide a safe, enjoyable, and memorable experience for your guests. Remember to focus on health and safety, provide interactive elements to enhance the experience, and have clear policies in place for serving alcohol responsibly. With careful planning and attention to detail, your mobile bar can be the highlight of the wedding celebration.

Are you considering opening a mobile bar for weddings, festivals and private parties? If you are unsure of any step along the way, we can help!

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