Ice quantity calculator
Work out how much ice to order for drinks, cooling and display, based on guest count, event length and weather.
How this is worked out
Drinks ice is calculated at 0.25kg per guest per hour, since ice melts steadily through service. Cooling and display ice — for keeping bottles and buffet items cold — adds a flat 0.1kg per guest. Warm weather or outdoor events add a 30% buffer for faster melt.
Worked example
80 guests over 5 hours needs roughly 20kg of drinks ice, plus 8kg for cooling and display — 28kg in total. In warm weather, that rises to around 36kg to account for faster melting.
Frequently asked questions
Should I buy bagged ice or use an ice machine?
For anything over 20kg, bagged ice from a wholesaler or supermarket is usually cheaper and more reliable than a hired machine, unless the event runs over multiple days.
Can I use this figure alongside the drinks calculator?
Yes — this tool gives a more detailed ice figure than the quick estimate on the drinks calculator, and is the one to use for ordering.
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