Behind the Bar: what it really takes to run a seamless event
When people see a beautiful cocktail in hand, a smiling bartender, and a packed dance floor, they’re catching the highlight reel of an event. What most don’t see? The hours of preparation, precision, and planning it takes to bring that moment to life.
At Barrel & Lace, we’re more than just bartenders - we’re event professionals. From the first consultation to the final breakdown, every step we take is designed to ensure a smooth, stylish, and stress-free drink experience for you and your guests.
Here’s a look at what really happens behind the bar.
Step One: The Consultation
Every event starts with a conversation. Whether it’s a wedding, quinceañera, corporate event, or private party, we always begin by learning about:
Your guest count
Event theme or vibe
Favorite flavors or spirits
Any must-haves (mocktails, themed drinks, signature cocktails, etc.)
This is where the magic begins. We want to hear about your vision and help you bring it to life - right down to the drink name or garnish.
<< Psst…we’re almost booked for August - grab your date before it’s gone!
From there, the real planning kicks off. Most of our clients start with a quick phone call, but we’ve had plenty who prefer to meet in person or go back and forth through email - it all depends on what works best for you. That first chat is where we start digging into the things you might not have even thought about yet: the flow of your timeline, whether you want champagne served tableside, how many bar stations might work best for your space, and even the drinking habits of your guest list (you’d be surprised how helpful it is to know if your crowd leans more beer or cocktail!).
If you don’t have a theme picked out yet, we usually start with your colors. It’s a lot easier to build a drink menu and vibe from there and adjust it if needed down the road. When it comes to figuring out flavors, I’ll ask you what you typically order when you go out. Are you adventurous, or do you stick with something tried and true? Do you love something sweet and tropical, or something more crisp and citrusy? Whether you want to create your own cocktail, pair the flavors with your cuisine, or stick to your favorite traditional drink - we can make it happen! I’m listening for the little preferences that will help us create drinks your guests will actually want to drink - not just something that looks pretty in a glass (though we make sure it does that, too).
And speaking of pretty: we have three different mobile bars, a champagne wall, and cocktail tables to choose from, and I’ll always send over photos so you can see what fits your style best.
Pictured: Blushing Bloom by Barrel & Lace
Once we’ve landed on a direction, I’ll get to work on designing a few different drink menu options for you to choose from.
If we’re aiming for a certain drink color or visual style (like matching the perfect hue of purple or using dried florals) I’ll mix, adjust, and send photos for approval before the big day.
While we don’t offer tastings (yet), I make sure you’re fully in the loop with visuals, ingredient breakdowns, and options that align with your vibe and budget. If needed, we’ll simplify the menu (cutting from five drinks to three or tweaking recipes) without ever sacrificing style or flavor.
Here’s where we get a little nerdy…
Step Two: Spreadsheets & Shopping Lists
This part of the process is my personal favorite and it’s where the real preparation happens. We use a custom-built spreadsheet that calculates how much of each item we’ll need based on:
Number of guests
Style of drinking (light, average, heavy, etc.)
Number of drink options
Glassware and ice requirements
Garnish quantities
Batching ratios and refills
Plus a few more details…
This ensures we’re not overbuying, under-pouring, or running out halfway through your event. Every bottle, syrup, citrus, and cube of ice is accounted for. Now, of course there are variables that we sometimes cannot account for, but this process gets us as close to perfect as possible. That’s the Barrel & Lace difference.
It creates two shopping lists: one for us, and one for our clients (for alcohol quantities or select ingredients). It also eliminates the guesswork in-store and ensures we never have to do math on the fly.
We shop in two phases - non-perishables first, especially if anything needs to be special ordered, and perishables 1-2 days before the event to make sure everything is fresh and top quality. If a drink calls for batching or portioning in advance, we’ll prep accordingly, though we love mixing on site whenever possible to keep things fresh and vibrant.
And yes, we’re picky about our ingredients. We’ll only swap brands if it’s truly a like-for-like alternative. Not everything is created equal, and when it comes to flavor, we don’t like to compromise.
This prep process keeps us focused, organized, and confident walking into every event. No scrambling, no guessing - just solid planning that lets us show up and shine.
Step Three: Prepping for the Big Day
About 3 to 5 days before any event, the real hustle begins. This is when we shift into full prep mode - cleaning gear, double-checking the drink menu, and pulling every single item we’ll need to bring the bar to life.
We have detailed checklists for everything: one for behind-the-bar tools and equipment, and another for everything that lives on top - like our decor, signage, garnish trays, and display drinks. Whether we’re setting up for a 30-person backyard bash or a 250-guest quinceañera, the process is the same: organized, intentional, and designed to avoid day-of surprises.
Golf Ball Ice Bin - courtesy of our hosts: The Doughtie’s
We pack everything into clearly labeled bins and totes, always loading the biggest and heaviest items first, then layering in the smaller, lighter items so nothing gets crushed or jostled. And yes, every single event gets a final inventory check before we leave. (We’re not about to forget the lemon wheels, trust me.)
The only variation comes in the styling. For themed events, we bring matching decor to elevate the bar setup and blend seamlessly into the event aesthetic.
And because we’ve done this a time or two, we never leave without a mini “just-in-case” kit tucked in with our gear. Ours includes extra bar towels, pour spouts, bar keys, scissors, Sharpies, and anything else that might save the day if something goes missing or malfunctions mid-service. It’s a small detail, but it’s saved us more times than we can count.
This kind of prep may not be the glamorous part but it’s what allows us to stay cool, confident, and fully focused once the guests arrive.
Step Four: Setup & Styling
This is what it looks like just before the magic starts from our side of the bar. The glassware is lined up, the garnishes are cut, and every little detail has been thought through. It’s the calm before the energy hits, and we wouldn’t have it any other way.
Setup day is where it all comes together. Depending on which package our client chooses, we plan our arrival time to give ourselves the space (and calm) to set up right...
“Success is where preparation and opportunity meet.”
For service-only events, where the client provides the alcohol and ingredients, we’ll typically arrive about 30 minutes early - just enough time to organize the bar, go over the setup, and jump into action as guests arrive. For our full-service events, we get there an hour to an hour and a half ahead of time, which gives us room to unload, check the layout, and get everything looking polished before the first drink is ever poured.
If it’s a venue we haven’t worked at before, I always do a walk-through as soon as we get there and introduce myself to the coordinator. It’s important to me that we’re all aligned on where we’re setting up and how everything’s flowing for the rest of the vendors. Most of the time the bar has a designated space, but if not, we always aim to tuck ourselves into open areas - close to the kitchen if we can, and far enough from tables and speakers to keep the space comfortable for both our team and the guests.
Once we’re in place, we start setting the scene:
Stations are laid out for quick, efficient service
Tools, napkins, and garnishes are prepped and ready to go
Display drinks are set out using prop ice (our secret weapon for drinks that stay pretty all night!)
We double-check that every sign, straw, and surface looks polished and picture-ready
Even though we have drink menus, I love setting out our display drinks early. It’s such a helpful visual for guests - especially when the cocktails are custom for the event or something new to them.
A beautiful drink sitting on the bar can make all the difference in helping someone decide what to order.
If I can, I like to add fresh florals to our setup, or lean on little touches like decorative frames, drink risers, or ambient lighting to bring it all together. We always think through the details like where the DJ is (so we can actually hear your order), and whether the signage needs a little extra lighting to stand out once the sun goes down. And of course, we make sure we have enough bartenders to keep the line moving - because no one wants to miss the fun waiting for a drink.
It’s not just about looking good, it’s about feeling good and being ready for anything when those doors open.
Step Five: Showtime
This is the moment we’ve been preparing for. The music kicks on, the doors open, and just like that - it’s go time.
Once guests start rolling in, our team moves into action. Every bartender on staff knows the flow, the drink menu, and the energy we’re aiming to create. We’re not just slinging drinks, we’re helping set the tone for the entire event. Each pour is intentional, every garnish placed with care, and we’re moving quickly without ever sacrificing the experience.
We serve with a purpose:
Signature cocktails that wow
Mocktails for younger guests or non-drinkers
Crisp beers and refreshing wine service
Smiles, eye contact, and personality with every pour
Whether we’re serving 30 guests or 250+, our goal stays the same: make every person feel seen, welcomed, and well taken care of at the bar.
At a recent quinceañera, we had over 200 guests, five custom drinks, and a full bar - and not once did a line get out of control. That’s what preparation allows us to do: show up fully, serve fast, and still keep things fun.
We don’t just show up and wing it. We show up ready to create an experience you and your guests will actually remember.
Thoughtfully crafted. Beautifully served. Proudly Barrel & Lace.
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Thoughtfully crafted. Beautifully served. Proudly Barrel & Lace. --
Our Final Toast: The details make the difference
From glittered mocktails and display drinks with prop ice to spreadsheets, prep bins, and custom signage - nothing is accidental. At Barrel & Lace, we believe bartending is more than a service. It’s an experience and every detail matters.
We don’t just pour drinks. We design moments. Whether it’s a signature cocktail that perfectly matches your theme, a mocktail that makes every guest feel included, or a bar setup that looks like it was made for your event - we’re here to elevate it all.
If you're planning a wedding, quinceañera, private event, or corporate party in Amarillo, Bushland, Canyon, or beyond, we’d love to show you what’s possible behind the bar.
Let’s craft something unforgettable together.
📞 Contact us to plan your perfect pour
📸 See the magic behind the scenes on Instagram @barrel.and.lace or find us on Facebook
