Essential Shopping List Guide for Hosting a Memorable House Party with Apex Bar Services

Hosting a house party can be a thrilling adventure full of laughter and connection, but it can also feel daunting. With so many details to juggle, it’s easy to feel overwhelmed. Don't worry!

Throw on your party playlist and grab your pen – it’s time to make hosting a breeze! Apex Bar Services is here to make your party shine (we handle bartending and setup – you provide the liquor).

Setting the Scene

Before you start shopping, take a moment to envision the atmosphere you want to create. Think about the theme, the time of day, and the guests you’re hosting. These elements will guide your choices for drinks and snacks.

Create a Welcoming Environment

• Lighting: Soft, inviting lighting can set a cozy mood. Consider using string lights, battery-operated candles, or even dimming your regular lights for a relaxed feel.

  
  

• Seating: Ensure comfortable seating is available for all your guests. You might have a mix of chairs, sofas, and floor cushions. Aim for seating for at least 75% of your guests to encourage mingling and comfort.

  
  

• Decor: Simple decorations can significantly heighten the theme. Think of DIY centerpieces made from fresh flowers or themed items that resonate with your party’s spirit.

  
  

The Drink Station

To keep things smooth, plan on roughly one drink per guest per hour. For a 4-hour bash with 20 people, that’s about 80 total drinks; for 50 guests, ~200 drinks; and for 100 guests, ~400. Below is a friendly checklist by category, with suggested quantities for 20, 50, and 100 guests. (P.S. Visit our website to book Apex’s bartending team – we’ll mix and serve while you relax.) Apex Bar Services, we specialize in creating the ideal bar experience, allowing your guests to bring their own alcohol while we manage the rest. Let’s explore the essentials needed to create a fantastic gathering!

Essential Barware

• Glassware: An appropriate estimate is 1.5 glasses per guest: approximately 60 glasses for 20 guests, 150 for 50 guests, and 300 for 100 guests. We will handle this by providing basic disposable glasses or premium glasses based on your needs.

  
  

• Ice: You’ll need lots of it. BHG advises 1½–2 lb of ice per guest (for chilling drinks and serving). Plan ~40 lb for 20 guests, ~100 lb for 50, and ~200 lb for 100. (Tip: keep ice for drinks separate from ice for chilling bottles.) Stock a couple large coolers or tubs, and place one near the bar so the bartender can refill pitchers or glasses easily.

  Ice is included in our Apex Premium package.

• Soda & Tonic. Stock sodas (cola, lemon-lime, ginger ale) and tonic water. A rule of thumb is ~1 quart (≈1 L) of mixer for every 3 guests. That’s ~7 L of soda/tonic for 20 people, ~17 L for 50, and ~34 L for 100. This covers soft drinks and mixer bases (tonic, club soda, cola, etc.) for cocktails.

  
  

• Juices & Water. Offer fruit juices (orange, cranberry, pineapple) for cocktails and mocktails. For 20 guests, ~3–4 L of juices (e.g. three 1 L bottles); for 50, ~8–10 L; for 100, ~16–20 L.

  
  

• Non-Alcoholic Options: Include 100% juices, sodas, and maybe iced tea or lemonade. For example, for 20 guests you might get 2–3 bottles of each soda flavor and juices; for 50 guests, ~6–8 bottles; for 100, ~12–16 bottles. Also provide a few gallons of iced tea or punch for variety.

  
  

• Garnishes: Pick up a jar of cocktail cherries and a jar of green olives. A single jar (about 10–12 oz) is plenty for 20 guests; for 50 guests, 2–3 jars; for 100 guests, 4–5 jars. For mint (mojitos) or basil (gin drinks), a few bunches – e.g. 2–3 bunches for 20 people, 5–6 for 50, 10 for 100. Salt and sugar for rims: one small box of kosher salt and one box of sugar is enough.

  
  

• Napkins & Straws: Plan at least 4 cocktail napkins per guest. That’s ~80 napkins for 20 guests, ~200 for 50, and ~400 for 100. Grab plenty of cocktail straws or stirrers too (2–3 per guest): ~50 for 20 people, ~125 for 50, ~250 for 100. These little details keep your party neat! We include all bar essentials in the basic package.

  
  

Quantities to Consider

• Beer: A popular crowd-pleaser. Plan about 2–3 beers per person (more for beer-centric crowds). As a guide: ~40 bottles/cans for 20 guests, ~80–100 for 50, ~160–200 for 100. For example, a 50-guest party might serve ~80 beers (about 1.6 per person), so stocking ~100 gives a comfortable buffer.

  
  

• Wine: Estimate roughly 1 bottle per 2 guests. That’s ~10 bottles for 20 guests, ~25–30 bottles for 50, and ~50–60 bottles for 100 (split between red, white, plus a few bubbly or rosé). (BHG notes that 750 ml yields ~5–6 glasses, so 10 bottles for 20 guests = 50–60 pours.)

  
  

• Spirits (Liquor): Cover the basics: vodka, gin, rum, tequila, whiskey, etc. For 20 guests, plan at least one 750 ml bottle of each key spirit. For 50 guests, double that (2 bottles each), and for 100, about 3–4 bottles of each. This ensures you can make cocktails like margaritas, mojitos, or rum-and-coke. (Apex’s bartenders will use these to mix drinks; feel free to plan one or two signature cocktails and buy any special liqueurs or juices they need.)

  
  

A well-organized drink station for a house party

Snack Attack

No party is complete without tasty snacks! Here’s a selection of must-have munchies to keep your guests satisfied:

Savory Snacks

• Chips and Dips: A combination of chips with salsa, guacamole, and queso is always a hit. Plan for roughly 1-2 ounces of chips per guest, totaling 10-15 pounds for a larger crowd.

  
  

• Cheese Platter: A variety of cheeses paired with crackers and fruits can enhance the flavor profile. Aim for about 2-3 ounces of cheese per guest. A mix of hard and soft cheeses can please varying palates.

  
  

• Veggie Tray: Fresh vegetables served with hummus or ranch dip offer a healthy option. Plan for 1 cup of assorted veggies per guest, which could be around 10 pounds total.

A colorful snack platter for a house party

Entertainment Essentials

To keep the excitement high and engagement flowing, consider these entertainment options:

Music

• Playlist: Curate a playlist that suits the atmosphere. A blend of upbeat and mellow songs can keep the energy balanced throughout the evening.

  
  

• Speakers: Ensure reliable sound quality with a good speaker system or Bluetooth speakers. This helps the music keep the party lively.

  
  
  
  

Final Touches

As the host, your main goal is to ensure all your guests have a great time. Here are some finishing touches to consider:

Personal Touches

• Photo Booth: Set up a simple DIY photo booth with fun props to allow guests to capture memories.

  
  

• Board Games: Keep a few popular board games or card games readily available for guests to enjoy.

  
  

• Outdoor Games: If you have a backyard, introduce fun lawn games like cornhole or frisbee to encourage lively interaction.

  
  

Safety Measures

• Designated Drivers: Encourage guests to arrange designated drivers or provide information for local ride-sharing services. This promotes responsible partying.

  
  

• Water Station: Keep a water station available throughout the night to help guests stay hydrated. Don’t forget plenty of water. Guests will get thirsty: estimate about 4 cups (12 oz) of water per person(roughly one 500 ml bottle each plus refills). Have extra iced water or bottled water on hand.

Party Planning Success

When the prep is done, hosting is a breeze – and the fun truly begins when your guests arrive. Apex Bar Services will be behind the bar, crafting drinks and setting up the station, while you enjoy the party. Remember: we love great bartending as much as you love great parties! Ready to make your event unforgettable?

Book Apex Bar Services now through our website to secure professional bartenders and full bar setup for your next bash.

Cheers to easy hosting and amazing memories!

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