Article by Easy Ice COO John Mahlmeister
From dinners to weddings to mixers, summer has a way of turning events outdoors. While summer brings the perfect weather to host outdoor parties, the heat can cause a few bumps in the road for party planners and caterers. It can be difficult to keep enough ice on hand in the heat and while ice is never the talk of the party, it will be if it runs out. At Easy Ice, we have a few tips for maximizing ice supply when catering outdoor events.
How Much Ice is Needed?
When catering outdoor events or parties, most focus on details like food, cocktails, or flowers, but ice is just as important. Factoring in the amount of ice needed to keep both food and cocktails cool for hours is key. Outdoor heat tends to make guests thirstier and ice melts faster during the summer, which means guests will be running back to the bar more than usual.
The rule of thumb is to purchase one pound of ice per person and multiply that by how long the event will last. When the party is outdoors, that amount of ice doubles. For example, if there are 10 guests at a three-hour outdoor event, 60 lbs of ice will be needed. If the engagement also requires keeping food items cool, you’ll need to secure additional ice for that, and factor in temperature and whether the food storage will be insulated or not.
When Should Drinks be Put on Ice?
If drinks are thrown into stocked iced bins right before an event, chances are they will still be warm when the guests start arriving. Ice cools a 12 oz bottle faster than putting it in the freezer, so make sure beverages are nice and cold by putting them on ice around 15 minutes before the event starts. For larger bottles like champagne or 2-liter sodas, it takes 20 to 30 minutes. If the event calls for lots of bottles and cans in one large ice bin, they will need to sit at least 30 minutes prior to the event.
What Are the Right Types of Ice Cubes and Storage?
Different types of ice cubes are used for different reasons and occasions. For example, an open bar will need diced or crescent shaped ice cubes to prevent splash back when the drink is poured. For outdoor events, solid ice cubes should be used over nugget ice because it won’t melt as fast.
To keep the ice cold, the type of container used to store the ice also makes a big difference. While metal beer troughs may look more professional, it’s crucial to go with plastic coolers when hosting a party in hot weather. This is because metal transfers heat to ice faster than plastic.
It’s also recommended to have two separate supplies of ice. If beers and sodas are placed in an ice bath, it’s important to encourage guests not to use that bin to toss additional cubes into their cocktails to avoid transferring germs and debris from bottles and cans. Plan to have two separate supplies of ice, one for bottles and cans and another for drinks. Be sure to supply guests with an ice scoop so they don’t use their hands and contaminate the supply.
When catering outdoor events during summer months, knowing the amount of ice needed and how to use it will keep guests cool for hours. Following the above rules will help guarantee a successful outdoor event.
John Mahlmeister is the Chief Operating Officer and Co-Founder of Easy Ice. Easy Ice is co-headquartered in Phoenix and Marquette, Mich., and is the national leader in the full-service ice machine subscription industry with warehouse and distribution facilities in Chicago, Dallas, Kansas City and Orlando. Since its founding in 2009, the Company has rapidly grown its ice machines under management to 25,000 units across 47 states. Easy Ice’s commercial ice machine subscription programs include installation, cleaning, preventive maintenance, repairs, backup ice, and peak demand ice. The Company operates under three brands: Ice Masters in Kansas and Missouri; Automatic Icemakers in Chicago; and Easy Ice in all other cities and states. For more information, please visit www.easyice.com.
