What to Expect on Event Day: How Bootleggers Barrel Sets Up, Serves, and Leaves
Most people book a mobile bar without knowing what the day actually looks like. Here's the full picture - from the shopping list that arrives beforehand to the final inventory when we walk out the door.
One of the most common things we hear after an event: "I didn't realize how smooth that would be." That's the goal. But it doesn't happen by accident - there's a specific sequence of steps that makes event day feel effortless on your end. This is what that sequence looks like from the inside.
Before Event Day: The Shopping List
About 10 days before your event, we send your spirit shopping list. This isn't a vague category list - it's a specific document with exact brand names, bottle sizes, quantities, and our recommended stores in Spokane (Total Wine, Costco, and Fred Meyer are our top picks).
For a typical 100-guest event, the shopping run takes about 20-30 minutes and the spirits run $600-$900 at retail. That's the only logistical task on your plate. Once the alcohol is purchased, your job is essentially done.
A few things to arrange beforehand that make the day smoother:
- Venue access: Make sure we're on the vendor access list and that someone can let us in 1-2 hours before guests arrive
- Bar placement: Identify a spot that's roughly 6-8 feet wide - ideally near the main flow of foot traffic, with a power outlet nearby if possible
- Ice storage: We bring our own ice, but a chest or cooler nearby helps on warm days or long events
- Outdoor events: A tent or shade structure over the bar is appreciated but not required - we'll make it work either way
- Venue COI: If your venue requires a Certificate of Insurance naming them as additionally insured, let us know during planning and we'll have it ready
If you have a wedding planner or venue coordinator, we'll connect with them directly. We're happy to join a coordination call, align on the timeline, and make sure every vendor knows what to expect from us.
The Event Day Timeline
Here's what a typical event day looks like from our arrival through cleanup:
before
We pull in with the full bar setup - the mobile bar unit, all tools and equipment, ice, mixers, garnishes, cups, napkins, and eco straws. We find the spot, unload, and get to work. You don't need to greet us or manage anything - just make sure we have venue access and we'll handle the rest.
before
The bar is dressed, stocked, and ready. Garnishes are prepped, the cocktail menu is displayed, and every bottle is in place. We do a walkthrough of the custom menu, confirm the timeline with your coordinator if applicable, and we're ready to serve the moment your first guest walks in.
MAST-certified bartenders serve every guest individually. We craft cocktails from your custom menu, manage the bar professionally, and handle responsible alcohol service throughout the event - monitoring consumption, checking IDs when appropriate, and handling any situations discreetly so you never have to think about it.
service
For wedding packages that include champagne coordination, we stage and time the toast with your planner or DJ. Glasses are pre-poured and distributed to guests before the toast begins so there's no scramble and no missed moment.
As service winds down, we start organizing the bar for breakdown. We do a full inventory of every bottle - partial or full - and set them aside for you. You'll know exactly what was used and what's left over, which makes any store returns straightforward.
service
We break down the entire bar setup, wash and pack all equipment, dispose of all trash from the bar area, and wipe down the surface. We leave your space exactly as we found it. Your remaining alcohol is organized and ready for you to grab on the way out.
What's Included in Every Package
Regardless of which package you've booked, these items are always included - you never need to source or supply them:
| Item | Included |
|---|---|
| Vintage-styled mobile bar unit | Always included |
| All bar tools & professional equipment | Always included |
| Ice | Always included |
| Mixers, sodas & juices | Always included |
| Fresh garnishes (lemons, limes, herbs) | Always included |
| Cups, napkins & eco straws | Always included |
| Custom cocktail menu | Always included |
| Mocktail options | Always included |
| MAST-certified bartenders | Always included |
| Full setup & teardown | Always included |
| Complete cleanup | Always included |
| General liability & liquor insurance | Always included |
| COI for your venue (on request) | Always included |
| Spirits / alcohol | You purchase (BYOB) |
The only thing you supply is the alcohol itself, purchased using our shopping list. That single step is what makes our pricing dramatically lower than venue bar packages - and it also means every unopened bottle at the end of the night is yours to keep or return.
Every event is a little different - venue layouts, guest counts, timelines. Book a free 15-minute call and we'll walk through the specifics for yours so you know exactly what to expect.
Book a Free Consultation →A Note on Outdoor and Backyard Events
A common question: "Can you set up in a backyard?" Yes - backyard parties are one of our favorite setups. We need a spot that's roughly 6-8 feet wide for the bar, access to ice storage, and ideally some shade over the bar for warm summer days. We'll make it look intentional and beautiful wherever you put us.
For outdoor events, it helps to have a clear path for us to load in - especially if we're navigating gates or uneven ground. Let us know the layout ahead of time and we'll flag anything that needs a plan.
What You Actually Need to Do on Event Day
Genuinely - very little. Here's the complete list:
- Make sure we have venue access 1-2 hours before guests arrive
- Have the spirits at the venue (or arrange delivery) before we arrive
- Point us to the bar location if it's not obvious
- Enjoy your event
That's it. We arrive, we set up, we serve, we clean up, and we leave. The goal is that you think about us exactly zero times on the day of your event - before, during, or after. If something needs your attention, we'll find you quietly. Otherwise, you won't hear from us until we're waving goodbye.
If you're still in the planning stage, the FAQ page covers licensing, booking timelines, and how many bartenders you need. Or send us a message if you have something specific in mind.
Ready to bring the bar to you?
Free 15-minute consultation.
No pressure - just a real conversation about your event.