Bar Tools and Cocktail Napkins Checklist for Any Event

A printable checklist of bar tools, garnish supplies, cocktail napkins and counts per guest so your bartenders aren't missing anything on event day.

November 2, 2026 · 4 min read · By the Beyond Chiavari team

A 6 ft portable bar (side view) serves as an elegant catering buffet station with chafing dishes while formally dressed wedding guests gather beneath glowing chandeliers and lush floral arrangements — 6 ft portable bar (side view), styled at an event

The bartender arrives, looks at the bar and asks for a bottle opener that nobody has. It is the small items that delay service. Professional bartenders usually bring their own kits, but the bar still needs ice scoops, bins, napkins and mats. Here is a checklist for a Chicago-area event.

The core kit

Group tools by job so a bartender never reaches across the whole bar.

Tool	Count for one bar	Note
Cocktail shaker	2	One spare
Jigger	2	1 oz and 2 oz
Hawthorne strainer	2	Plus a fine mesh strainer
Bar spoon	2	Long handle
Muddler	1	Skip if no muddled drinks
Wine key (corkscrew)	3	Always carry a spare
Bottle openers	3	Wall or hand style
Ice scoop	2	Never use a glass to scoop ice
Ice bin or tub	2	One for the bar, one for refill
Knife and cutting board	1 each	For garnish
Bar mat or rubber mat	1 or 2	Catches spills
Pour spouts	1 per bottle	Optional
Towels	6	Clean, in a stack
Trash and recycling bins	2	Behind the bar

Garnish and consumables

Citrus: lemons, limes and oranges, sliced and wrapped.
Cocktail picks and straws. Choose paper if your venue discourages plastic.
Mixers: soda water, tonic, cola, ginger beer, juices.
Simple syrup, bitters and olives if you serve cocktails.
Salt and sugar for rimming glasses, if needed.
Sanitizer wipes and hand soap for the bartender.

Check what the bar company brings in the contract. Our guide on dry hire vs full service explains why that changes your list.

Cocktail napkins: how many?

A common rule of thumb is 3 cocktail napkins per guest for a 4-hour event, and 4 to 5 per guest if passed appetizers are served, since each plate or bite uses another. Square cocktail napkins are about 5 inches square, folded. For 100 guests, buy about 300 to 500 napkins.

Napkins per guest, standard 4 hours: 3; Napkins per guest, standard 4 hours
With passed appetizers: 4 to 5; With passed appetizers
Napkins for 100 guests: 300 to 500; Napkins for 100 guests
Shakers, jiggers, scoops: 2; Shakers, jiggers, scoops
Corkscrews and openers: 3; Corkscrews and openers
Clean bar towels: 6; Clean bar towels

Custom-printed napkins with names, a date or a monogram are a popular touch for weddings. Order them well ahead, because printing takes time and mistakes cannot be fixed on the day. Dinner napkins are a different item with different sizes, covered in our tablecloth size chart, which includes the 20-inch standard.

Who brings what

1Step 1Ask your bartenderwhat is in their personal kit.
2Step 2List the gapsmats, bins, scoops, napkins, ice.
3Step 3Split the listbetween rental, caterer and your shopping.
4Step 4Pack a small boxof spares and tape, scissors and a lighter.
5Step 5Check the listagainst the bar on arrival.

The emergency box

Keep a small box under the bar with a spare corkscrew, bottle opener, scissors, tape, extra napkins, a sharpie, a first aid kit, spare cocktail picks and a flashlight. When something goes wrong at 7 p.m. at a Chicago banquet hall, you will not have time to run to a store. It's also useful to have a printed copy of your drink menu and contact details for the venue.

Where tools are placed

A good bar has a working zone for each task, as shown above. See bar setup for 100 guests for a full layout, and mobile bar vs back bar for where to store stock.

Frequently asked questions

What tools do I need for a home bar at an event?

A shaker, jigger, strainer, bar spoon, corkscrew, bottle opener, ice scoop, knife and cutting board, bar mat and trash bin cover most drinks.

How many cocktail napkins do I need per person?

Plan about 3 per guest for a 4-hour event. Increase to 4 or 5 per guest if appetizers are passed, because each plate uses its own napkin.

Do bartenders bring their own tools?

Professional bartenders usually bring shakers, jiggers and strainers but may not bring bins, mats or napkins. Ask what is included.

What size are cocktail napkins?

Most are about 5 inches square when folded, or 10 inches square when open. Dinner napkins are larger, typically 20 inches.

Do I need a bar mat?

It is a good idea. Rubber mats catch spills and protect the bar top and bartenders' hands from slipping glassware.

What should I put in a bar emergency box?

A spare corkscrew and opener, scissors, tape, extra napkins, a marker, first aid items and a flashlight.

Add the bar supplies to your list

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