Ice Cream Sundae Bar Setup: Equipment, Toppings and Counts

A sundae bar is a favorite at graduations, birthdays and summer weddings in the Chicago suburbs. It is simple food and a big hit, but ice cream melts quickly and a line of kids with open scoops makes a mess. A little equipment goes a long way. Here is the plan.

How much ice cream

A gallon holds 128 ounces, which is about 30 scoops of 4 ounces. For a sundae with 2 scoops, double the numbers. Ice cream is sold in 3-gallon tubs for scoop shops and in smaller tubs for home use; ask where you are buying.

Equipment list

Toppings that cover everyone

• Sauces: chocolate, caramel, strawberry
• Crunch: crushed cookies, sprinkles, chopped nuts (label them), granola
• Fruit: strawberries, bananas, cherries
• Candy: mini chocolate chips, gummies, marshmallows
• Cream: whipped cream in a can, kept on ice

Count about 1.5 tablespoons per topping per guest. Keep nut toppings on their own table with their own spoon, and label them. See dessert table equipment for stands and layout.

Keeping ice cream frozen

Dry ice is very cold and can burn skin. Wear gloves, keep it away from children and never seal it in an airtight container. Ask the supplier for handling tips. Ice cream is also a temperature-controlled food, so follow the guidance in food safety at home parties. For general cooler tips, see keeping food cold at outdoor events.

Layout and flow

Run the bar as one direction line: bowls, ice cream, toppings, spoons and napkins. Put it at least 6 feet from the main buffet. An attendant to scoop avoids drips and keeps portions even, and works well for 75 or more guests. Put a trash can and wet wipes by the exit of the line, and a cloth on the floor under the toppings.

Plan seating: guests eat a sundae in 10 to 15 minutes standing or sitting. A few high-top or cocktail tables and some benches are enough, and you can use garden folding chairs for casual yard parties.

Mistakes that cause messes

• One long table. Guests who stop to think about toppings block everyone behind them. Split ice cream and toppings onto two tables so two people can build at once.
• Bowls too small. A 4-ounce cup fills with one scoop and no room for toppings. Use 6 to 8-ounce bowls.
• Flimsy spoons. Frozen ice cream snaps cheap plastic spoons. Buy sturdy ones or use metal.
• No spill plan. Sticky sauce on a linen cloth is hard to clean. Use a plastic-lined table or a wipeable cover, and keep a roll of towels and a bin close.
• No allergy sign. Cookie pieces, nuts and some sauces contain common allergens, so write the contents on a small card.

Chicago notes

On a hot July day, a sundae bar may be gone in 30 minutes, so serve in waves and add a second tub to the freezer. Many Chicago-area ice cream shops will sell tubs in bulk or provide a catering service, but we do not endorse specific shops. In winter, a sundae bar is a fun inside treat; the same freezer rules apply when the room is warm.

Add the sundae bar to your plan

Book a free 15-minute seating call or request a quote and we will plan the tables and seating together.