What to Buy for an Ice Cream Flavor Workshop

Use this shopping list to prepare an ice cream flavor workshop without missing the items that slow things down on the day. Buy ingredients only after recipes and participant numbers are confirmed, then separate chilled products from shelf-stable supplies. You will also need enough bowls, measuring equipment, mixing tools, ice, and servingware for each team. Check dietary requirements and recipe allergens before shopping, and keep refrigerated products cold until the workshop starts.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 28
Buffet table
Waste binsqty 3

Tableware

Dessert bowlsqty 30
Dessert spoonsqty 30
Glassesqty 30
Serving spoonsqty 8
Measuring cupsqty 8
Cutting boardsqty 6
Paring knivesqty 6
Tea towelsqty 12

Kitchen

Mixing bowlsqty 12
Whiskqty 8
Spatulasqty 8
Kitchen scalesqty 4
Pansqty 4
Ladlesqty 4
Measuring spoonsqty 8
Sievesqty 4
Ice binsqty 12

Equipment

Ice machinesqty 4
Hand mixersqty 4
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Kitchen timersqty 4

Decorations

Recipe cardsqty 12
Name stickersqty 30
Tableclothsqty 6
Pensqty 12

Lighting

LED lampsqty 4

Cleaning

Washing-up tubsqty 2
Hand soap dispensersqty 2

Catering

Groceries
- Whole milk - 8 liters
- Whipped cream - 6 liter
- Condensed milk - 6 cans
- Granulated sugar - 4 kilos
- Powdered sugar - 1 kilo
- Eggs - 30 pieces
- Vanilla extract - 2 bottles
- Vanilla sugar - 4 sachets
- Cocoa powder - 500 gram
- Dark chocolate - 1 kilo
- Milk chocolate - 500 grams
- White chocolate - 500 gram
- Strawberries - 2 kilos
- Bananas - 2 kilos
- Mango - 1,5 kilo
- Raspberries - 1 kilo
- Blueberries - 750 grams
- Lemons - 8 pieces
- Limes - 6 pieces
- Coconut milk - 6 cans
- Oat milk - 4 liters
- Strawberry jam - 2 jars
- Caramel sauce - 2 bottles
- Chocolate sauce - 2 bottles
- Chocolate Flakes - 500 grams
- Chocolate sprinkles - 500 grams
- Chopped almonds - 500 grams
- Coconut shreds - 300 grams
- Mini marshmallows - 500 gram
- Cookies - 1 kilo
- Wafer cones - 40 pieces
- Paper napkins - 100 pieces
- Coffee - 2 packs
- Tea - 1 box
- Milk for coffee - 2 liters
- Coffee sugar - 500 grams
- Still water - 12 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 liter
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 packs

Tips

Calculate ingredient quantities from the final participant list and recipes, then add a small buffer for spills and test batches rather than guessing from the number of invitations.
Buy shelf-stable ingredients several days ahead, but pick up chilled products on the day before or the morning of the workshop and keep them refrigerated until portioning.
Plan one complete set of mixing bowls, whisks, spatulas, measuring cups, spoons, and scales for each working team where possible; sharing one scale can create a queue.
Allow at least one dessert bowl and spoon per participant, plus serving spoons for toppings. Prepare extra bowls and spoons if people will sample more than one flavor.
Check ice capacity, extension cords, and power strips before buying or collecting equipment. Ice makers and hand mixers may need separate outlets, and ice bins should be ready before participants arrive.

Frequently asked questions

How much ice cream workshop ingredients should I buy per person?: Use the quantities in each selected recipe and multiply them by the number of participants or teams making that flavor. Add about 10% extra for spills, weighing errors, and tasting, unless the recipe already includes a safety margin.
When should I buy chilled ingredients for an ice cream workshop?: Buy or collect milk, cream, eggs, fruit, and other chilled products no earlier than one day before the workshop. Keep them refrigerated throughout, and check temperatures and quantities again before portioning.
How many bowls and spoons do I need for an ice cream workshop?: Provide one dessert bowl and spoon per participant, plus at least 10% extra for replacements or second tastings. Each team also needs its own mixing bowls and serving spoons so participants are not waiting for shared equipment.
What equipment is needed for an ice cream flavor workshop?: For each team, plan mixing bowls, a whisk, spatulas, measuring cups and spoons, and access to a kitchen scale. Add pans, sieves, hand mixers, kitchen timers, ice bins, and coolers according to the recipes and the number of teams.

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