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LEXS Beverage Calculator

Event Bar Planning

v8.0 · 2026-08-11

Event Details
Name, date, guest count & duration
Event Name
Event Date
Event Type
Event Location
Guest Count
Event Hours
Number of Bar Set-Ups
Bar Package
Package type, wines & service stations
Bar Type
Per Person Price i
Spirits Included
Additional Spirits
No additional spirits added.
Wine Selection
White Wine
Red Wine
Rosé
Service Stations
Sparkling Wine
Wine Selection
Service Stations
Water Service
Ice & Bar Supplies
Ice, garnishes, napkins & straws
Ice
4.5 lbs
4 lbs (light)4.5 lbs5 lbs (heavy)
Bag Size (lbs)
Fruit & Garnishes
Napkins & Straws

Your Beverage Order

Complete quantities & cost breakdown

Spirits
Beer
Wine & Sparkling
Non-Alcoholic Beverages
Soft Drinks & Juices
Mixers & Modifiers
Water
Ice & Bar Supplies
Ice
Fruit & Garnishes
Napkins & Straws
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Cost Summary
Multi-Event Shopping List
Add all your events for the week. The app calculates total quantities needed across all events, cross-references your inventory, and generates one master shopping list.
Week Overview
Set your planning period
Week Starting
Week Ending
Events This Week
0 events
Combined Quantities — All Events
0
Events
0
Total Guests
0
Total Drinks
Master Shopping List
Per-Event Breakdown
This calculator provides a general estimate based on industry-recognized planning standards. Individual event needs may vary based on guest consumption preferences.
Glassware Calculator
Rental quantity estimator for your event
Guests Over 21
Guests Under 21
Number of Bar Set-Ups
Reception Length (hrs)
What Will You Serve?
Estimated Glassware Needed
0
Glass Types
0
Total Glasses
0
Per Guest
Cost Estimator & Profitability
Calculate revenue, costs, and profit margins
Total Guests
Per Person Charge to Client ($) i
Gratuity % i
Tax % i
Product Cost ($) i
Staff Cost ($) i
Rental / Other ($) i
🎯 Target Bar Budget i
% of calculated revenue allocated to bar
25%
25% — Conservative 30% 35% 40% 45% 50% — Premium
Profitability Summary
Staff Calculator
How many staff do you need for your event
Total Guests
Number of Bar Set-Ups
Event Type
Table Side Wine?
Recommended Staff
Specialty Cocktail Calculator
Batch quantities by cocktail — bottles to order per ingredient
Total Guests
Default Bottle Size
Recipe Library
No saved recipes yet.
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Post-Event Inventory Reconciliation
Auto-populated from PourPlan · Enter returned bottles after the event
Event Name
Event Date
Venue / Location
Event Type
Total Guests
Hours of Service
Bar Package
Bar Stations
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Event Summary
Load an event to see summary
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Analytics
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Item Reconciliation
Enter returned quantities
Item
Sent
Returned
Consumed
+/−
Dist%
Consump%
Waste $
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Pull Sheet Archive
○ Offline
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Archive Analytics
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Anomaly Alerts
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Monthly / Quarterly Trends
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Event Comparison
Select 2–3 events
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Current Inventory
Enter quantities manually below, or click Sync from CMMS to pull live liquor stock levels from CCG CMMS automatically.
Saved Events
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Package Pricing

Edit per-person prices. Saves automatically.

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Spirits & Beer
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Global Items

Sodas, juices, mixers, water — applies to all packages.

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Price Trends

Automatically logged whenever you change a product price.

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Calculator — Core Formula

Everything starts with Total Drinks:

Total Drinks = (Hours × 1 drink/hr + 1 extra first hour) × Guests

Example: 150 guests, 5 hours → (5×1 + 1) × 150 = 900 total drinks

The extra drink in the first hour accounts for the arrival rush when guests typically drink faster.

Spirits

Drinks for spirit = ROUND(Total Drinks × % Allocation)
Bottles = MAX(CEIL(Drinks ÷ 18), Bar Count + 1)

18 drinks per 750ml bottle. Minimum is always bar count + 1 backup (e.g. 2 bars = minimum 3 bottles of each spirit).

Beer

Units = ROUND(Total Drinks × % Allocation)

No minimum applied — beer quantities scale directly with guest count.

Wine

Table Side: Bottles = ROUND((Guests × 2) ÷ 5)
Bar White: Bottles = ROUND((Total Drinks × 18.72%) ÷ 5)
Bar Red: Bottles = ROUND((Total Drinks × 25%) ÷ 5)
Bar Rosé: Bottles = ROUND((Total Drinks × 5.5%) ÷ 5)
Tray Passed: Bottles = ROUND((Guests × 0.25) ÷ 5)
Toast: Bottles = ROUND((Guests × 1.0 × 100%) ÷ 5)
Sparkling Bar: Bottles = ROUND((Guests × 1.26 × 45%) ÷ 5)
Sparkling Tray: Bottles = ROUND((Guests × 1.0 × 34%) ÷ 5)

5 glasses per 750ml bottle. When table side is selected, bar quantities are reduced proportionally to avoid over-ordering.

Sodas (NABs)

Cans = CEIL(ROUND(Total Drinks × % Allocation) ÷ 2)

2 drinks per can (12oz). Applies to all packages as mixers.

Juices

Raw = ROUND((Guests × % Allocation) ÷ 30.16)
Jugs = IF(Raw ≤ Bar Count, Bar Count + 1, Raw)

30.16 drinks per 46oz jug. Minimum always bar count + 1 backup jug.

Mixers

Raw = ROUND((Total Drinks × % Allocation) ÷ Drinks Per Unit)
Qty = IF(Raw ≤ Bar Count, Bar Count + 1, Raw)

Club Soda & Tonic: 2 drinks per can. Triple Sec, Vermouths, Bitters, Grenadine: 18 drinks per bottle. Spirits packages only.

Water

Bar Water: Bottles = ROUND((Total Drinks × 10%) ÷ 4)
Table Water: Bottles = ROUND((Guests × 100%) ÷ 4)
Tray Passed Water:Bottles = ROUND((Guests × 50%) ÷ 4)

4 servings per 1L bottle. Water is optional — enable each style in the Calculator tab.

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Package Pricing Formula
Per Person Price = Base Rate + (Max(0, Hours - 3) × Add'l Hour Rate)
Total Bar Revenue = Per Person Price × Guests

All packages have a 3-hour minimum. Hours beyond 3 add the additional hour rate per person. Override the per-person price manually in the Calculator if your actual charge differs.

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Staff Calculator
Bartenders = CEIL(Guests ÷ 50) × Bar Stations
Barbacks = CEIL(Bartenders ÷ 2)
Servers = CEIL(Guests ÷ 20) [seated/wedding]
= CEIL(Guests ÷ 30) [buffet]
Wine Servers= CEIL(Guests ÷ 25) [if table side wine]
Bussers = CEIL(Guests ÷ 40) [seated/wedding only]
Captain = 1 if Guests ≥ 100
Bar Manager = 1 if Bar Stations ≥ 2

Based on industry standard hospitality ratios. Cocktail receptions with no table service have no servers or bussers.

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Glassware Estimator

Quantities are based on industry-standard rental planning ratios applied to your guest count and event hours. A bar multiplier is applied for multi-bar events since glasses circulate faster. All quantities include a standard breakage/loss buffer.

These are estimates for rental ordering — actual consumption varies by event type and guest demographics.

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Cost & Profit
Gross Revenue = Per Person Price × Guests
Product Cost = Sum of all item costs from Calculator
Gross Profit = Revenue − Product Cost
Margin % = (Gross Profit ÷ Revenue) × 100

Run the Calculator first, then open Cost & Profit — it pulls the product cost total automatically. Add labor and other costs manually to see net profit.

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Pull Sheet (Excel Export)

The Download Pull Sheet button generates a 3-page Excel workbook from your current calculation:

Page 1 — Event info + Alcoholic beverages (spirits, beer, wine)

Page 2 — Non-alcoholic, water, juices, mixers, coolers

Page 3 — Specialty cocktails (if any)

Run Calculate before downloading. The sheet uses your live quantities — if you change guest count or hours, recalculate and re-download.

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Settings

Package Pricing — Edit base and additional-hour rates per package. These auto-fill the per-person price in the Calculator.

Spirits & Beer — Edit product names, allocation percentages, and costs. The % allocation controls what share of total drinks each product accounts for. Add or remove products per package.

Out-of-Package Spirits — Add spirits not in the base package with a fixed qty per bar station. Included in cost totals.

Global Items — Sodas, juices, mixers, and water costs apply across all packages. Edit prices, percentages, and add new items.

All settings save automatically to your browser. Use Export Backup to preserve your settings before clearing browser data.