How Many Beverage Dispensers Do You Need for a Party?

A drink table looks simple until the lemonade runs out at 7:30. Dispensers are the least exciting rental on the list and one of the easiest to under-order. Here is the math, a chart and the details that keep a Chicago July party from turning into a puddle of melted ice.

Servings by dispenser size

The math is simple: one gallon is 128 ounces, which is 16 servings at 8 ounces. In practice, some of each dispenser stays in the bottom, so plan on 90 percent of that.

How many dispensers by guest count

The usual rule of thumb is about 1 to 1.5 drinks per guest per hour for an afternoon party, a little more in July heat. A 3-hour party with 100 guests therefore consumes 300 to 450 servings across all beverages, including the bar and coffee. Add more if the event is outdoors in the sun.

Choose flavors that cover everyone

• One sweet: lemonade, punch or iced tea.
• One light: infused water with citrus, cucumber or berries.
• One caffeine-free or kids' choice: fruit punch or lemonade.
• Plain water: always, and in a separate dispenser.

Hot cider and hot chocolate also work in a dispenser with a heating element or an insulated urn, and Chicago fall and winter events often serve both. Read how many coffee urns you need for hot drinks.

Setting up the drink station

Keep drink tables away from the buffet, because a shared line doubles the wait. See buffet line flow. Put the table in shade for summer parties and out of the doorway in winter.

Ice and keeping drinks cold

A frozen ice core (a plastic insert) keeps drinks cold without watering them down, and many dispensers include one. Fill the core a day ahead. Use a separate cooler for cubes, and plan about 1 pound of ice per guest as a common rule of thumb for beverages only. See keeping food cold at outdoor events for coolers and ice.

Mistakes to avoid

• Too few flavors per guest: a 100-guest party with one dispenser makes a queue.
• No drip tray: sticky spills ruin a rented linen and attract bees outdoors.
• Sugary drinks only: at least one low-sugar option and plain water.
• Putting ice in the dispenser: it dilutes, and chips jam spigots.
• Glass in pools or on grass: use shatter-resistant cups at poolside and in parks. For the right cups, see glassware and bar.

Chicago weather notes

In July and August a drink table can empty twice as fast, so plan the high end of the table above. Cold-weather Chicago events can serve warm drinks: spiced cider, hot chocolate or coffee. Check your venue or park district about glass and alcohol rules before bringing dispensers.

Build the drink station into your rental list

Book a free 15-minute seating call and we will help you balance dispensers, glasses and tables, or request a quote.