How-to set-up an Ice Cream Sundae Bar

Looking to switch it up from the usual summer barbecue gathering at work? Try organizing an Ice Cream Sundae bar for the team to gather to decorate their own cones and bowls of ice cream instead on a hot summers day.

To put together a memorable ice cream experience, assemble these supplies and find volunteers to set up your next Ice Cream social for the following areas:

Promoting the Event

  • Announce event details (date, time & location) via email at least one week or more prior to the date of the event
  • Design & Print Event Posters
  • Post Event Posters around office

Shopping for Supplies

Ice cream bowl and scoops

Decor & Utensils

  • Banner and or Signage
  • Table Cloths
  • Napkins
  • Bowls
  • Spoons
  • Tongs
  • Ice cream scoops
  • Cups
  • Baking Sheet
  • Parchment paper
  • Knives

Ice Cream

  • Vanilla Ice Cream
    • During our work ice cream social, we also offered chocolate ice cream to the mix
  • Whipped Cream
  • Cones

Toppings – Sauces

  • Chocolate Syrup
  • Caramel Syrup
  • Strawberry Syrup

Toppings – Fruit

  • Strawberries
  • Blueberries
  • Raspberries

Other Toppings

  • Sprinkles
  • Cereal
  • Gummy Bears

Toppings – Nuts

You may want to consider making labels or little tent cards to label toppings, just in case there are those allergic to peanuts and other nuts.

  • Almonds
  • Pecans
  • Walnuts

Toppings – Chocolate

  • Reese’s Pieces
  • M&Ms
  • Chocolate Chips

Toppings – Baked Items

  • Brownie Bites
  • Oreo Cookies
  • Wafers

Bar Setup

  • Setup tablecloths and tables
  • Chop up fruit and other large toppings into bite-sized pieces
  • Organize bowls with various toppings with spoons and tongs
  • Place ice cream scoopers with cups filled with hot water
  • Setup decor and signage
  • Pre-scoop ice cream on parchment paper on baking sheet, place in freezer (bring out at the start of the event)
  • Arrange bowls, cones, napkins, and spoons

Help during Event


  • At start of event: Announce opening of Ice Cream Bar
  • At end of the event: Announce last call for Ice Cream

Bar Helpers

  • Keep bar area neat and tidy by cleaning up messes
  • Refill bowls with toppings as needed

Other Helpers

  • Run out to buy more ice cream, toppings, or utensils when running low
  • Take photos to share with team


  • Store, recycle or throw away leftover toppings, ice cream, and utensils
  • Clean-up any spills or messes
  • Throw away garbage
  • Take down decor
  • Take down posters
  • Put away chairs and tables

Ice Cream Sundae Sundae Bar Checklist

How to set up an ice cream bar

Download the PDF checklist to print to help you set up for your Ice Cream Sundae Bar.

What other items would you add for your ice cream bar?


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