Trying to figure out how many cases of Drinks to buy for your Fundraiser is certainly a huge task to take on – You don’t want too little, and don’t want too much! On average, each guest may drink 2 to 4 drinks, so you can use this number to judge how many drinks to buy. All of our rolls of Drink Tickets come in rolls of 1000. We will estimate that 40% of them are beer drinkers, 40% of them are mixed drink drinkers, and 20% of them are non-alcoholic drinkers (pop/water) – so let’s say 10% will just drink pop, and 10% will just drink water.
Knowing this will also help you decide how many cups to purchase. Does that help? Of course, this is just a guide and you will know your crowd the best. We strongly advise you to buy MORE than you need, as things are fairly easy to return. Just advise your bartenders NOT to open up everything in the bar, and only open the case when its ready to use.
So we have a formula for you! Just follow this formula, and it will help guide you to decide how many drinks to purchase ahead of time. Some people will have 6 drinks, others will have 1. We are using an estimate of 3 per person to simplify things, and encourage you to do the same.
Take the number of people expected to come x 0.4 (40% of guests drink beer) x 3 (3 drinks per person) / 24 (number of beers per case) = number of cases of 24 beers to buy. If you are using 3 kinds of beer, take that number and divide it buy 3 so you know how many of each brand of beer to buy (assuming you think people will drink all equally). Change this to 28 if you buy cases of 28.
Take the number of people expected to come x 0.4 (40% of guests drink beer) x 3 (3 drinks per person) = number of people who will have mixed drinks. Give this number to the LCBO and they will advise you how many bottles of each to get – they are the experts in this area!
Mixers for Hard Liquor
Take number above and divide by the number of mixers you want (usually gingerale, coke, cranberry juice, orange juice) assuming you think it will be equal amounts. So in this case you would divide that number by 4, and this will tell you how many people will be drinking each type of mixer. We will call this “X”. Then look at how many millilitres of mixer would be added to each cup, and multiply that by X, then divide that by how many millilitres are in each bottle/carton. This will tell you how many bottles or cartons to buy of EACH mixer.
Take the number of people expected to come x 0.1 (10% of guests will drink pop only) x 3(3 drinks per person) = number of cans to buy for people just drinking pop. If you have 3 types of pop, then take that number and divide by 3 and this will tell you how many people will be drinking each kind of pop. Remember to add this number to whatever you got from the previous calculation.
Take the number of people expected to come x 0.1 (10% of guests will drink water bottles only) x 3(3 drinks per person) = number of bottles to buy for people just drinking pop. Take this number and divide it by how many bottles are in a case, and that is how many cases of water you should buy. We think Costco sells them in cases of 30 which is the best bang for your buck!
Isn’t math fun?! Confused? Don’t be! It is fairly straight forward, just get your calculator out and take good notes. Now whatever you just learned in this above example, add a few on of each!! If you buy too much, just keep your receipts and return the extra pop cases you bought, or juice cartons you bought. Just ensure that they are still sealed. The LCBO and Beer Store will allow returns under some conditions. The AGCO Website says:
When returning unopened alcohol purchased from a government store, you must produce the permit and a copy of your payment records (e.g. receipts and/or invoices). Check with the retailer at which you purchased the alcohol for further details.https://www.agco.ca/sites/default/files/sop1575_english_oct2018.pdf
Typically, The Beer Store will allow up to 20% of the beer you purchased to be returned, as long as it is a perforated case (not glued), you have your Special Occasions Permit with you, the seals of the case are not broken, and it is a full case that is unopened. The LCBO will allow returns as long as you have your receipt and it can be a saleable item again (not used).
Also one quick note, is we recommend to have a table near the bar off to the side, which has plastic cups and a jug of water. That way the bartender won’t be overwhelmed with orders like this, when people can just do this themselves! Shortens the line a bit and gives them a break. All you have to do is put someone on water duty to ensure it is always full!