1. Why is an open bar event better than a tasting or mixology? Well, because it is all you can drink for one hour while getting to know fellow cruisers that you've been planning with in an intimate setting.
2. The servers meet you at the door with a variety of drinks to sip on while you place your order for your beverage of choice. Shots, cocktails, beer, etc. People have walked out "double fisting" drinks by the way. (I do not share that only to be fair to DCL.)
3. What steps make it different when organizing an open bar event? The organizer must collect all money before-hand via pay-pal, mail, or other ways of money transfer.
Steps for organizing a private open bar event:
Contact at Alma at DCL.Function.Requests@disney.com and request your date and time. Give her your ship and date of sailing too. (I prefer the first sea day. Usually at 2 pm.) Ask her for a copy of the Group/Event Packages as well. They could do away with this at any time so please make sure it is still offered before announcing it to your group.
Start a file in your group "Open Bar Event - tentative sea day one 2pm" or TBD
Add the information regarding the cost and description
Service Fees for Bar Keeps and Servers
I have copied two options from DCL Functions.* This is what I have written:
*****PAYMENT MUST BE RECEIVED (one month out....although DCL will collect payment and give date, time and location two weeks out.)*****
*****PLEASE READ ENTIRE DESCRIPTION*****
ORGANIZER: ___________
DATE AND LOCATION: (I usually request first sea day at 2 pm to get to meet fellow group members.)
PAYMENT: Pre-payment is necessary. Unfortunately, DCL will not charge onboard accounts. DCL requires that the organizer collects the payment and then pays DCL via credit card. (I usually list payment info closer to the cruise.)
There are two options for paying.
Mail a check. Send me a private message and I will provide the mailing address.
Submit your payment via PayPal at (I have made a new email address containing DCL).If paying by PayPal please be sure to mark as sending money to family or friends and include your name in the message for tracking purposes. To (e-mail).
Alma will let you know when DCL wants their payment in full for this event.
PAYMENT TRACKING: This is done on the excel file that everyone can read.
PARTICIPATE TRACKING: I give out wristbands for those who have paid for the event.
Themed Open Bar Event: The Witches Ball, A Very Merry Christmas Ball, ETC ETC ETC.
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Potential "Problems" and Resolutions and My Opinion
1. I chose to make it a private "paying only" event. It is too hard to keep track of non-drinkers, non-alcoholic, and alcoholic attendees. It is truly an honor system. I do NOT tell people that. With offering two options to accommodate both those that drink and those that don't, people should be willing to pay at least $10.75 for one hour. I have had people say that if they had known it was the honor system, they would have signed up for $10.75. :/
2. The benefit to offering only two (or one) choice is that you can give DCL your guest list and they will check people in as you mingle and enjoy your time. If you choose to do hand stamps, that will only slow down your service and it potentially could not be fair to DCL.
3. I have also chosen to make it an adult only event. If you'd like kids, then maybe you should consider making them pay. It's only fair to DCL should they sip on a smoothie.
4. It is advised that you keep a copy of your list at home as I have had a person erase the whole document. :/
5. I wouldn't send out payment information until two months before sailing and make the final payment due one month prior. It gives you a little bit of time in case somebody is late with their payment. There is a trust issue that you will have with your members so it is up to you as to when you list payment details.
6. Closer to sailing it might be nice to announce to your group to bring along a few bucks for your servers/bartenders. They really do a great job. Giving them a nice big thank you clap at the end would be great. They love that.
7. People will miss and forget about the open bar event. They might ask you if they can have their money back. You will need to explain to them that it was pre-paid and that they missed a good time!
8. Don't forget to take a group photo and have a great time! This is my favorite event!