Hosting at a BYOB or Dry-Hire Venue in Toronto: Staffing & Bar Checklist
Dry-hire and BYOB venues (loft spaces, galleries, barns, community halls and private estates) let you bring your own alcohol and choose your own caterer. That flexibility saves money on venue markups, but it also means there is no in-house front-of-house team unless you book one. Here is what to plan for so the day runs smoothly.
1. Confirm the liquor licence or Special Occasion Permit
Ask the venue whether your event is covered by an existing liquor licence or if you need a Special Occasion Permit (SOP) from the Alcohol and Gaming Commission of Ontario (AGCO). If you are hosting in a rented hall, loft or tent that is not licensed, the host applies for the permit online through the iAGCO portal.
Regardless of who holds the permit, every bartender and server pouring alcohol should hold valid Smart Serve Ontario certification.
2. Understand what drop-off catering does and does not cover
Many hosts pair a dry-hire venue with drop-off catering from a favourite Toronto restaurant. Drop-off caterers deliver trays at a set time, and their driver leaves. Without event servers on site, someone has to:
- Receive the delivery, unbox trays and transfer food to chafing dishes or platters.
- Pass appetizers during cocktail hour, replenish the buffet or serve plated courses.
- Clear plates, cutlery and glassware throughout the night.
- Pack up rentals, scrape plates and bag garbage before the venue's checkout curfew.
Booking dedicated party servers bridges that gap so you and your family are not working the kitchen.
3. Bar setup checklist when you supply the alcohol
When you book event bartenders for a BYOB venue, the bartenders bring their bar tools (shakers, jiggers, strainers, openers and pour spouts), and you supply the consumables. Make sure your list includes:
| Item | Rule of thumb |
|---|---|
| Ice | 1.5 to 2 lbs per guest (covers both chilling bottles and serving drinks) |
| Glassware or cups | 3 to 4 glasses per guest across the evening if not washing on site, or 2 per guest if servers are washing |
| Mixers & water | Club soda, tonic, cola, ginger ale, cranberry/orange juice, plus still and sparkling water |
| Garnishes & napkins | Lemons, limes, cocktail napkins, coolers or tubs for chilling white wine and beer |
4. Schedule setup and teardown around venue access times
Dry-hire venues in Toronto and the GTA usually have strict load-in and load-out windows. Plan for your crew to arrive 60 to 90 minutes before guests to set tables, chill drinks and stage the bar, and stay 60 minutes after last call to wash glassware, crate rentals and leave the space clean.
Official AGCO reference
More planning guides
- How Many Servers and Bartenders Do I Need for My Event?
- Do I Need a Special Occasion Permit in Ontario?
- What Does It Cost to Hire Event Staff in Toronto?
- Hiring a Server for a Dinner Party at Home: What to Expect
- Corporate & Office Holiday Party Staffing Checklist (Toronto & GTA)
- Tipping & Gratuity for Event Bartenders and Private Party Servers in Ontario
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