What to buy for an ice cream afternoon
An ice cream afternoon needs more than tubs of ice cream and a few spoons. Plan serving supplies, topping containers, chilled drinks, coffee equipment and enough tableware for everyone to serve themselves without queues. This list also covers practical items people often remember too late, such as coolers, ice packs, labels for dietary products and waste bins. Check quantities against your registration list, then shop and chill perishable items before setup day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 45
- Buffet tableqty 2
- Coat racksqty 2
- Tableclothsqty 6
Tableware
- Ice cupsqty 50
- Spoonsqty 60
- Coffee cupsqty 50
- Glassesqty 60
- Serving spoonsqty 8
Equipment
- Coolersqty 3
- Ice packsqty 12
- Coffee makerqty 2
- Kettleqty 2
- Bluetooth speaker
Kitchen
- Ice spoonsqty 6
- Topping cupsqty 12
- Serving traysqty 4
- Measuring cupsqty 2
- Food thermometer
Decorations
- Party buntingqty 4
- Balloonsqty 40
- Balloon pump
- Menu Board
- Name badgesqty 50
- Waterproof markersqty 4
Cleaning
- Waste binsqty 4
- Bucketsqty 2
- Mopsqty 2
- Cleaning clothsqty 8
- Dish brushesqty 3
Catering
- Groceries
- Vanilla ice cream - 3 tubs
- Chocolate ice cream - 3 tubs
- Strawberry ice cream - 2 tubs
- Lactose-free ice cream - 2 tubs
- Vegan ice cream - 2 tubs
- Ice cream cones - 60 pieces
- Waffle cones - 50 pieces
- Chocolate sauce - 2 bottles
- Caramel sauce - 2 bottles
- Strawberry sauce - 2 bottles
- Chocolate sprinkles - 2 packs
- Mini marshmallows - 2 bags
- Chopped hazelnuts - 2 bags
- Coconut shreds - 2 bags
- Disco dip - 2 packs
- Fresh strawberries - 3 trays
- Bananas - 12 pieces
- Whipping cream - 8 spray cans
- Biscuits - 4 packs
- Allergy-free cookies - 2 packs
- Coffee - 2 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Milk - 4 liters
- Lactose-free milk - 2 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Spa Blauw - 4 bottles
- Spa Rood - 3 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Lemonade - 3 bottles
- Stirrers - 100 pieces
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Nitrile gloves - 2 boxes
- Toilet paper - 12 rolls
Tips
- Allow 2 to 3 scoops per guest, plus extra ice cream for children and seconds. Buy at least 10% more than the confirmed number of servings.
- Provide one ice cup and one spoon per person, with 10% extra for dropped or misplaced items. Keep serving spoons separate from eating spoons.
- Plan 4 to 6 topping options and place each in its own topping cup with a serving spoon. Label nuts, dairy and other dietary products before guests arrive.
- Chill drinks for at least 4 hours and use coolers with ice packs if there is no refrigerator near the serving area. Keep ice cream below -18°C until it is ready to serve.
- Set out waste bins, cleaning cloths and buckets before opening. Keep a food thermometer available and check cold food during the afternoon rather than waiting until cleanup.
Frequently asked questions
- How much ice cream do I need per person for an afternoon party?
- Plan about 150 to 200 ml of ice cream per guest for a normal serving, then add 10% extra for seconds and melting. For children, 100 to 150 ml is usually enough, depending on the toppings and other food served.
- How many toppings should I buy for an ice cream afternoon?
- Choose 4 to 6 toppings for a small or medium group, with roughly 1 to 2 tablespoons of each topping per guest. Buy extra of the most popular option and label products containing nuts, dairy or other allergens.
- When should I chill the drinks and ice cream?
- Chill drinks for at least 4 hours before guests arrive. Keep ice cream frozen until serving time, and use coolers with ice packs if it must be transported or kept away from a freezer.
- How many cups and spoons do I need for an ice cream afternoon?
- Prepare one ice cup and one spoon per confirmed guest, plus at least 10% extra. For 30 guests, that means 33 cups and 33 spoons before adding replacements for damaged or dropped tableware.
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