Bartending an outdoor party can be a lot of fun, especially if the weather cooperates. But being outdoors also introduces some challenges and logistical issues that you may not expect if you’re used to working behind a traditional bar. If you’re planning to work an outdoor event, this article will give you some great advice for planning ahead to make sure everything goes swimmingly.
Planning Ahead: Things to Ask your Client
Firstly, you want to know what the venue is. Your event will be very different if you’re in a state park 2 miles from the parking lot without running water instead of a client’s backyard with easy access to water and refrigeration.
Here are some great questions to ask which will help you plan ahead for the event:
1. Is there a tent over the bartending area?
If not, you want to wear a hat and bring lots of sunscreen (even if it’s overcast). (Please remember to reapply!) Even if they say yes, plan to bring sunscreen – I once worked a large BBQ in a state park and they forgot to bring the tents. I was in the sun for seven hours. I had some sunscreen with me, still got a burn, but not as bad as it could have been otherwise.
2. Is there running water? Is it potable?
If not, you may want to bring an empty gallon jug and fill it up in the public restrooms or a water spigot to have on hand. You’ll use it for things like sticky hands or dirty bar/table, or possibly to wash away a bothersome bug. Be sure to find out if it is unsafe for drinking and plan accordingly.
3. Have they planned for bug spray or deterrent?
This could be bug spray that a person applies to themself as well as bug spray for bees and flies, or bug lamps around the perimeter of the event. Especially in the evening, bugs can become a large (and very common) nuisance for outdoor events.
Packing for the Event
Now that you know what to expect, here’s what to bring to make sure you are prepared for anything!
Assuming you have been bartending private parties for a while, you will likely have obtained a number of tools and equipment for your party prep arsenal. But there are definitely some items that are especially important for outdoor events.
- Igloo ice bin which you can use for your ice well or as a backup bin for cooling beer, wine or mixers.
- A stool, box, or an elevated platform to keep the igloo bin so you’re not bending down all day long for ice.
- Plastic bags or bowls to hold cut fruit. (Some clients forget the little things.)
- Knife and small cutting board for the fruit.
- Gallon jug to fill with water to use for cleaning. (You can just reuse a milk jug or something like it)
- Pump style hand sanitizer.
- Bar rags in a very dark color.
- Your bartending kit containing the essentials, of course.
Working the Party
Outdoor parties have a lot in common with any private event, but there are definitely a few extra things to keep in mind. Here are a couple tips to help you prepare for and deal with the elements!
Wear Sunscreen
I know I mentioned this earlier, but it bears repeating. Wear sunscreen and reapply frequently. It’s worth a layer even on overcast days or if you’re in the shade, as the sun can still reflect and burn you. It’s easy to forget in the fun and rush of a great party, but waking up the next day with a bad sunburn will put you out of commission for days.
Save your Ice
On a hot day, ice can be at a premium since it will be melting very fast and the host may not be able to store enough or may have underestimated the need. If you start a party and see that you may not have enough ice, put the beer in the coolers first, then add ice and cold water. You don’t need a lot of water. The ice will seem to melt faster but the ice bath will keep everything colder longer.
Keep your Coolers Cool
Keep you coolers in the shade. Even though coolers are built for insulation, keeping them as cool as possible can be critical, especially if your ice supply is limited. Do not place a cooler on hot pavement, even if the pavement is shaded – it will still be quite hot and your ice will disappear quickly.
Bug Patrol
Ideally, your host will have planned ahead for bug / pest control. But even if they have, bugs can be a real nuisance. If you are faced with a bothersome bee (or fly), try to pour a small amount of a sweet juice (or a piece of fruit) in a cup and place the cup away from you (and away from the guests).
Do NOT use bug sprays anywhere near the food or beverages while working. They are not safe for consumption and also taste and smell terrible!
Citrus and Sunshine Don’t Mix
If you will be touching fresh lime or lemon juice, it’s extremely important that you wear gloves or wash your hands every time you touch it. Prolonged exposure to citrus juice on the skin along with sunlight can cause a potentially serious chemical burn called “Phytophotodermatitis”, more often called the “Margarita Burn”. If you’re in the sunshine and touching citrus juice, be sure to wash your hands frequently and (better yet) wear gloves. You may not have heard of it, but this burn is nasty!
Hand Sanitizer is your Friend
Always keep a pump hand sanitizer with you, as you will use it more than you think to keep your hands clean during an outdoor fest. It’s a quick and clean way to wash without creating any garbage that you will have to deal with later.
Be Kind to your Feet
Now is not the time to show off your 3” stilettos. Wear shoes that are comfortable and that you are okay with getting dirty or possibly muddy. (After all, you are outside and Mother Nature does what she likes!) They should also be very stable – as you maybe standing on an uneven surface like cobblestone, grass, or gravel.
Be Ready for Anything!
Now that you’re ready for the outside parties, you can have a lot of fun and enjoy the festivities with your client and their guests as well as make money. I LOVE the outdoor party season, it is my favorite time of the year. If you have tips of your own for working outdoor private events, add them in the comments below!
Great tips!
I’ve worked several outdoor weddings for a bar service company and I don’t understand why people always seem to low ball the ice! It only costs a few dollars per bag and by underestimating it puts the bartenders in a bind before the event is over.
Also, if the event goes into the evening I bring a sports jacket (like a typical blazer) in addition to the traditional white shirt and black tie or what have you. A breeze can come through and it can get chilly and I find this style of jacket is appropriate for almost any event and keeps me warm. For women I’d recommend something equally warm that goes with the outfit.
That’s a great tip about the jacket! It’s so easy to look at a sunny day and not think ahead for the evening. And YES on the ice! Chris has found the same thing with indoor events too. I wonder if folks without bar experience just have no idea how much ice you really need? With any event I think it’s worth double checking with the host how much ice they are getting (or maybe just telling them what you recommend!)
As Gregory mentioned, outdoor weddings need a lot of ice. Another gotcha moment was the bar was in pitch darkness at night. While lights were discussed beforehand, I did not verify the lights were actually installed in the bar canopy. Made it challenging for guests and bartenders to get drinks.
Oh no! You would think this would be something a host would think of… but to your point, maybe not. Definitely a good thing to double check in advance.
The advice about a gallon jug of water is invaluable! Especially handy to quickly rinse your shaker tin or mixing glass. Just have a bucket handy to dump the water into.
Something else to consider is wind.
It can be your worst enemy! A sudden gust can send bev naps flying everywhere, it can wreak havoc with tablecloths that aren’t anchored or secured, and it can render your ice supply worthless in a matter of seconds by blowing leaves, dust, and other junk right into your well!
My employers did not get the cover for the porta-bar ice well, so I have to improvise with lg plastic bags, and also find creative ways of keeping menus on tables!
PS thanks for your wonderful podcast, where else could I get such in-depth discussion about things like pour spouts?! Yeah, I’m a nerd like that!