A clear handoff checklist for your planner, venue and bartender.
Good event-ice planning includes what happens between delivery and the first cocktail. Agree on the receiving person, freezer location and bar replenishment routine before the order arrives.
Before confirming the order
Ask the venue to reserve freezer space for the actual quantity and packaging. A refrigerator is not a substitute for frozen storage. If freezer space is unavailable, tell us during the inquiry so the packaging and timing can be reviewed before you commit.
Do not assume an ordinary cooler will hold the ice for a set number of hours. Its performance depends on insulation, starting temperatures, how often it is opened and the surrounding conditions. Any special packaging needs should be confirmed in your quote.
Before delivery
- Name one receiving contact and a backup contact.
- Share the venue address, loading entrance and access instructions.
- Confirm the handoff date and receiving availability.
- Check that the reserved freezer space is ready.
- Give the bar manager the order quantities and artwork details.
WK’s standard local deliveries are on Saturdays; standard orders close Thursday at 5 p.m. Eastern for the upcoming Saturday. Custom production and event handoffs require confirmation separately. Make sure the event date and the delivery date are both understood.
At the handoff
Check the delivered quantity and the intended designs, then transfer the ice promptly to the freezer. Keep it in its packaging and away from strong-smelling foods. Ask the receiving person to pass any questions to the planner or bar manager while the delivery details are still easy to resolve.
During cocktail service
Keep the reserve frozen and replenish the bar in small working batches. Use clean ice tools and organize the station so bartenders can select the right design without repeatedly opening the whole order. Avoid thawing and refreezing the ice.
Test the service routine with the venue’s actual glassware and freezer conditions. The best presentation depends on the drink, the glass and how the ice is handled; there is no single tempering time that suits every situation.
A checklist to forward to your venue
| Task | Person to assign |
|---|---|
| Confirm delivery access and receiving contact | Planner or venue coordinator |
| Reserve freezer space | Venue operations team |
| Check the handoff and move ice to freezer | Receiving contact |
| Test glass fit and complete cocktail presentation | Bar manager |
| Replenish small batches during service | Assigned bar team member |
If your quotation includes dry ice or special packaging, obtain and follow the accompanying handling instructions with the venue. That arrangement should be confirmed in advance rather than improvised during service.
Read the wedding planning guide and quantity examples, or send us your venue requirements.
Shipping outside NJ & NYC: Outside our NJ & NYC delivery area? Contact us to confirm shipping availability, timing and pricing before ordering. Saturday local delivery to eligible NJ & NYC addresses is free on orders of $100 or more. Orders below $100 have a $29.95 delivery charge. Custom engraving requires separate artwork and production confirmation.