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Serving alcohol at events: what you need to arrange

2026-06-26

When you serve drinks at an event, you are responsible for more than just the purchase cost. The rules around alcohol on location are stricter than many caterers realise. Applying for a permit, handling minors, liability if something goes wrong: this is what you need to sort out before you accept the next booking that includes a drinks package.

Do you need a permit?

Most caterers hold a licence for their own premises. But that licence does not give you permission to serve alcohol at an external venue. The moment you work outside your own licensed space, you generally need a temporary event permit from the local authority where the event takes place.

This permit is applied for at the local council or municipality. It applies both to private parties at a hired venue and to public events. Rules vary by country and region, but as a general guide allow two to four weeks. Start this early in the booking process, not the week before the event.

Exceptions exist: if the venue itself holds a licence and you are catering under that licence, you may not need a separate permit. Always verify this upfront with the venue, and get the arrangement in writing.

Minors: zero tolerance

The legal age for alcohol is 18 in most European countries. As the caterer, you are responsible for enforcing this at your bar or drinks station, regardless of what the event organiser or venue says. You may not serve alcohol to anyone who is visibly under 18 unless they show valid ID confirming they are 18 or over.

Brief your staff before every event. Make sure they know they can refuse service and that you will back their decision. A violation can result in a fine, and repeated offences can affect your licence.

Liability if something goes wrong

If a guest causes an accident after the event and it can be shown they drank too much at your event, your liability may come into question. This is especially true if there were clear signs the person had already had too much and you kept serving anyway.

Practical steps that protect you:

• Appoint someone on your team to monitor the atmosphere and alcohol consumption as the event progresses.
• Stop serving actively when someone has clearly had too much. This is not only legally sensible, it also protects your reputation as a caterer.
• Include in your quote until what time and under what conditions you will serve drinks.
• Consider liability insurance that covers event risks. Ask your insurer whether your current policy includes this.

What to include in the quote

A drinks package deserves the same care in the quote as the food. Specify the following:

• Which drinks are included and which are not (spirits, wine, beer, soft drinks).
• Until what time you will serve, regardless of how the party progresses.
• Whether you work on consumption basis or a fixed price per person.
• Who is responsible for applying for the permit: you or the client.

That last point is critical. If the permit is missing on the day and you had not agreed this in writing, you are the contact point. Put it in writing and confirm it in the booking confirmation.

Corkage and client's own wine

Sometimes a client wants to bring their own wine and asks you to pour it. That sounds simple, but the rules still apply: if you open the bottle and pour it, you are the one serving. The rules on minors and liability therefore apply to you.

Agree in advance whether you offer this and charge a corkage fee per bottle. This compensates you for the service and the responsibility, and gives the client the choice between bringing their own bottles or going through your drinks arrangement.