At Whippy Kings Ices, we’ve spent years bringing joy, flavour, and nostalgia to communities across the UK. Whether it’s a school fair, a corporate event, a birthday bash, or a wedding celebration, there’s something wonderfully timeless about hearing the chimes of an ice cream van rolling in. But if you’ve never hired one before, it can feel a bit confusing to know where to start. That’s exactly why we’ve written this guide—to walk you through everything you need to know about how to hire an ice cream van, straight from the people who live and breathe it every day.
Understanding Why You Want an Ice Cream Van
Before making any decisions, it helps to think about why you’re considering an ice cream van in the first place. Maybe you’re organising a summer fête for your local community or surprising your staff at a corporate event. Perhaps you want something different for your wedding or you’re planning a birthday party with a twist. The occasion will shape a lot of the decisions you make next. At Whippy Kings Ices, we cater to a huge range of events, so understanding your goals helps us tailor the experience just for you.
Timing is Everything
Booking an ice cream van isn’t something you want to leave until the last minute. Especially in spring and summer, our calendar fills up quickly. If you’ve got a date in mind, we always recommend getting in touch early to check availability. Even better, if your event is flexible, we can sometimes offer reduced rates for weekday events or quieter periods. We also understand that British weather isn’t always our best mate, so we’re used to being flexible and adapting to last-minute changes when needed.
Choosing the Right Style of Ice Cream Van
Not all ice cream vans are created equal. There are classic vintage vans that add a touch of nostalgia and glamour, and there are modern vans kitted out with the latest soft-serve equipment and a full range of frozen treats. At Whippy Kings Ices, our fleet includes both styles because we know different events call for different vibes. A retro van might be perfect for a rustic wedding or themed photo shoot, while a contemporary one fits right in at a school or corporate event. Letting us know the kind of atmosphere you’re going for helps us match you with the perfect van.
Considering the Menu and Dietary Options
The heart of any ice cream van experience is, of course, the menu. We’re proud to serve our famous Whippy soft-serve alongside a selection of traditional scooped ice creams, lollies, and vegan or dairy-free options. It’s important when hiring a van to think about who your guests are and what dietary needs they may have. With food allergies and dietary preferences becoming more common, we’ve made it a point to offer gluten-free cones, nut-free options, and a selection of plant-based treats. Just let us know what you’re after and we’ll make sure everyone’s included.
Clarifying the Costs
People often ask how much it costs to hire an ice cream van, and the answer is—it depends. Factors like the location, length of time, size of the event, and the type of service you need all come into play. We offer two main pricing options. The first is a pre-paid service where you cover the cost and your guests enjoy unlimited treats for the duration. The second is a pay-as-you-go model where guests purchase their own ice creams, making it a cost-effective option for public events. We’re always transparent with our pricing, and there are never any hidden fees.
Checking Licences and Insurance
Hiring an ice cream van isn’t just about the ice cream—it’s also about peace of mind. At Whippy Kings Ices, all our vans are fully licensed to operate in public spaces, and we carry full public liability insurance. We also adhere strictly to food hygiene regulations and undergo regular inspections to maintain a 5-star hygiene rating. If you’re hiring a van for a public or commercial event, it’s a good idea to ask for copies of these documents in advance. We’re happy to provide them as standard, and most reputable vendors should be too.
Location Logistics
One of the more practical aspects of hiring an ice cream van is making sure we can get to where you need us. Our vans require flat ground, enough space to manoeuvre, and ideally some access to power, though we are fully self-sufficient with onboard generators if needed. If your venue has restricted access, let us know in advance so we can make the necessary arrangements. We’ve served events in fields, car parks, tight urban streets, and even on school playgrounds—so no challenge is too big for us, but planning ahead always helps.
Tailoring the Experience
Part of the magic of what we do at Whippy Kings Ices is personalising the experience. We’re not just turning up to serve ice cream—we’re part of the event. That might mean decorating the van to match your theme, creating a custom menu board, or even serving a special dessert created just for your day. For corporate events, we can even brand the van with your company logo or offer branded napkins and cups. These little touches make a big difference and turn an ordinary treat into a memorable moment.
Staffing and Service Style
Another key part of the experience is the service itself. Our staff are friendly, professional, and always dressed for the occasion. We believe in good old-fashioned customer service, and nothing makes us happier than seeing a smile on someone’s face after their first lick of a 99 Flake. Whether we’re serving schoolchildren on sports day or mingling with wedding guests in their finest suits, our team knows how to adapt and keep things flowing smoothly. If your event has specific timing—like breaks between speeches or entertainment—we can coordinate our serving schedule to fit perfectly.
Taking the Weather into Account
Let’s be honest—planning anything in the UK means reckoning with the weather. While most of us associate ice cream with sunshine, we know from experience that people still love a frozen treat even when the clouds roll in. That said, if your event is outdoors, it’s worth having a Plan B just in case. Our vans are fully enclosed, so we can continue serving in light rain, but we always appreciate having a sheltered space nearby if the heavens really open up. We’re more than happy to chat about backup plans when booking.
Event Types We Cater To
We’ve had the pleasure of serving at every kind of event you can imagine. From music festivals and markets to baby showers and film sets, our ice cream vans have been part of thousands of stories. One of our favourites is helping couples surprise their wedding guests during the drinks reception—there’s something magical about seeing formal wear and fairy lights against the backdrop of our glowing van. We also regularly work with schools for summer fun days and with businesses looking to treat their teams. Whatever the event, we’re up for it.
The Booking Process
Booking with Whippy Kings Ices is simple and straightforward. Once you’ve decided on your date and the type of service you’d like, we’ll confirm availability and send over a quote. From there, we’ll ask for a small deposit to secure your booking. In the weeks leading up to your event, we’ll confirm the finer details—exact timings, location, menu preferences, and any special requests. On the day itself, we arrive early to set up and are always ready to serve with a smile.
What Makes Us Different
There are lots of ice cream vans out there—but we like to think we offer something a little special. We’re a family-run business with a true passion for what we do. Every event we serve at is treated like the most important one of the year. We’ve built our reputation on reliability, presentation, quality, and above all, friendliness. Our ingredients are top-notch, our machines are state-of-the-art, and our staff genuinely love their job. It’s not just about ice cream—it’s about making people happy.
Sustainability and Responsibility
We’re proud to say we take sustainability seriously. From using biodegradable cups and spoons to reducing engine idling and sourcing locally wherever we can, we’re always looking for ways to reduce our impact. Many of our vans are now equipped with eco-friendly generators, and we’re working toward a greener future with every scoop we serve. We also support local charities and regularly donate our time and services to community events and school fundraisers.
Frequently Asked Questions
People often ask if there’s a minimum number of guests required to hire an ice cream van. The answer is no—though for very small events, we may suggest a shorter service period or a simpler menu to keep things cost-effective. Another common question is whether we can serve specific flavours or bespoke sundaes. Absolutely—we love getting creative and can accommodate a wide range of requests with enough notice. And yes, we do offer vegan, gluten-free, and nut-free options as standard.
Ending On a Sweet Note
Hiring an ice cream van should be fun, easy, and something that adds real value to your event. At Whippy Kings Ices, we’re here to take care of all the details so you can focus on enjoying yourself. Whether you’re after a nostalgic touch, a crowd-pleasing surprise, or just a delicious way to cool down, we’d love to be part of your next celebration. Give us a shout, and let’s make it happen.