How to plan a summer party with an ice cream van

Why build a summer party around an ice cream van?

Because it does several jobs at once. It feeds people something they actually want on a hot day, it gives children a focal point and adults a reason to wander over, and it sets the tone the moment it pulls up. Few things say summer in Britain as clearly as a Mr. Whippy van parked on the grass.

It is also simple to organise compared with most catering. There is no cooking, no plates to collect and little to clear up. The van arrives, serves for an agreed window and leaves. That leaves you free to concentrate on the guests, the music and the weather, which is usually the one thing you cannot plan.

When should you hold the party, and when should you book?

June, July and August are the obvious months, with the school holidays from late July bringing the most families. Weekends book up first, especially around bank holidays. If you have flexibility, a Friday evening or a Sunday afternoon can be easier to secure than a Saturday, and guests are often more relaxed.

Book the van as soon as the date is fixed. A small deposit secures it, and you can confirm numbers and the menu closer to the day. Leaving it until a heatwave arrives is a gamble, because that is exactly when everyone else decides they want an ice cream van too.

Where should the van go at a summer party?

On firm, level ground with a clear route in, close enough to the party that guests can see it, and not right in front of the seating. A driveway, a hard path beside a lawn or a firm patch of grass in dry weather all work. Think about where the sun will be, because guests will queue facing the hatch.

Shade helps. Guests queueing in full sun on a hot afternoon will appreciate a tree, a gazebo or a parasol near the van. Keep the queue away from barbecues, paddling pools and play areas so children are not running across it. Tell us about gates, narrow drives, overhanging branches and soft ground when you book.

What time should the ice cream van serve?

Mid-afternoon is usually the sweet spot, when the day is at its hottest and guests have eaten their main meal. A two or three hour window covers most parties comfortably. At an evening party, an early evening slot works well before the light goes. Avoid booking the van for the very start, when guests are still arriving.

If the party is long, consider a shorter window placed at the busiest point rather than booking the whole day. It usually gives better value and creates more of a moment. If you are not sure when the peak will be, tell us the running order and we will suggest a window. Our guest numbers guide explains how to estimate demand and plan around peaks.

What should be on a summer party ice cream menu?

Keep it short and fun. Classic Single with Flake and Twin with Flake cones are the ones most guests want, and the Rainbow Sprinkle Cone and Marshmallow Cone are reliable with children. For something cold that is not ice cream, Slush Mountain is the obvious summer choice, along with chilled soft drinks.

For a grown-up garden party, add a premium option such as the Nutella Waffle or a Lotus Biscoff Knickerbocker Glory. For a big family party with lots of children, add a couple of lollies, such as the Twister or Rocket Lolly, which are quick to hand over. The full flavours menu lists every option.

• Single with Flake and Twin with Flake
• Rainbow Sprinkle Cone and Marshmallow Cone for children
• Slush Red, Slush Blue or Mixed Slush
• Nutella Waffle or a Knickerbocker Glory for a special touch
• Twister or Rocket Lolly for speed

How do you look after guests in the heat?

Ice cream helps, but it is not a plan for hot weather on its own. Provide plenty of water, shade and somewhere to sit out of the sun. Keep an eye on older guests and young children, who are more affected by heat. A party that is too hot to enjoy is not a good party, however good the ice cream is.

Think about timing, too. If a heatwave is forecast, shifting the main part of the party later in the afternoon can make a real difference. Soft drinks from the van are a useful extra, and slush is popular when the temperature climbs. Encourage guests to bring hats and sun cream on the invitation.

What if it rains?

British summers being what they are, have a plan. A light shower rarely stops people from queuing for ice cream, especially with a gazebo or umbrella near the van. Heavy rain is a different matter, mainly because of the ground: a lawn that was firm in the morning can turn soft quickly.

Agree a wet weather position for the van in advance, on hardstanding if possible. If you have a large covered space with suitable access, such as a barn or a big marquee, with nothing running while we serve, the venue may be able to accept the van inside, subject to its own access and safety rules. Talk it through with us at the booking stage rather than on the morning of the party.