Why We Charge an Event Coordination Fee – And Why It’s Standard
When booking an event bar service, you might notice a 20% Event Coordination Fee (also known as an Administrative Fee) on your invoice. This fee is not a gratuity or a hidden charge—it is an essential part of ensuring your event runs smoothly. In fact, all caterers and full-service event providers charge a similar fee because of the operational and logistical demands of event execution. Here’s why this fee is crucial and what it covers.
What Does the 20% Event Coordination Fee Cover?
Hosting a successful event involves much more than just showing up and serving drinks. Behind the scenes, there’s an entire operation ensuring your event is seamless and stress-free. The Event Coordination Fee helps cover the following essential costs:
1. Staffing Costs
Long before your event starts, our administrative and management teams are hard at work. This includes our Event Manager, Operations Manager, Staff Manager, Warehouse Manager, and Lead Bartenders, all of whom are involved in planning, logistics, and execution. Their expertise ensures that every detail is accounted for, from staffing to beverage logistics and venue coordination.
2. Event Planning & Coordination
From the moment you book our services, we handle all communication with your venue, ensure compliance with event regulations, and customize your bar setup according to your needs. This fee helps cover the time and expertise required to design a flawless experience for you and your guests.
3. Equipment & Supplies
Successful bar service requires much more than just bartenders. We bring beverages, bar tools, coolers, glassware, décor, and other essentials to ensure everything looks professional and functions smoothly. Cleaning, packing, and maintaining these items is a necessary expense covered by this fee.
4. Beverage Calculation, Procurement & Storage
Ensuring your event has the right amount and variety of beverages takes careful planning. This includes ingredient sourcing, scaling drink recipes, inventory management, and secure storage leading up to your event.
5. Administrative Overheads
Running a fully insured and legally compliant bar service means covering costs such as:
General Liability Insurance
Liquor Liability Insurance
Workers’ Compensation
Certificate of Insurance (COI) for venues
Commercial office and warehouse rent, utilities, and maintenance
Bookkeeping and administrative expenses
Commercial vehicle insurance and maintenance for safe transport of staff and supplies
6. TABC Fees & Licensing
For events where we provide alcohol, legal compliance is a must. This includes expenses related to the TABC Mixed Beverage License, MB taxes, lawyer fees, TABC special event permit processing, and ongoing state reporting.
Why Is This Fee Standard?
All professional caterers and event service providers charge a similar coordination or administrative fee because the costs of organizing and executing an event go far beyond the labor of the event day itself. This fee allows us to maintain high standards, invest in staff training, cover licensing and insurance, and continue delivering top-tier service.
Transparent Pricing for a Seamless Experience
At Drink Slingers, we believe in complete transparency when it comes to our pricing. Our 20% Event Coordination Fee is not a hidden charge—it’s an investment in ensuring your event is professionally managed from start to finish. By covering essential overhead and logistical costs, this fee allows us to provide seamless service, exceptional drinks, and a stress-free experience for you and your guests.
We appreciate your trust in us to make your event a success! If you have any questions about this fee or anything else regarding your event, we’re always happy to chat.