Let’s talk about how to handle ice at big events the smart way — without breaking your back… or your budget.

Howdy! I'm glad to be here — hope you are too. If you're out there slingin’ lemonade, dirty sodas, or just regular drinks, you know one thing is true: ICE is gold at a big event.

But ice is also heavy, and expensive, and can be a real pain in the neck (and back) if you're not prepared.

Why Ice Is a Big Deal at Events

Summertime events, street festivals, and markets all have one thing in common: it’s hot.

And when it’s hot, your customers want cold drinks.

Whether you’re selling lemonade, sodas, or snow cones — ICE is your best friend.

Helpful: Lemonade Stand Business Profits (Even If You’re Broke)

But if you're new to vending, you might not realize what a challenge it can be to keep up with ice demand.

And that’s why I'm gonna walk you through the tips and tricks that seasoned vendors use to stay cool (literally).

💡 Ice is Heavy – But It Doesn’t Have to Be a Problem

Water weighs about 8 pounds a gallon, and a typical 20 lb. bag of ice weighs… well, 20 lbs.

You’ll go through a lot more than one bag at a big event.

So how do you manage?

Use Smaller Coolers

Here’s one thing I learned the hard way — big coolers are NOT better.

You try to lug around one of them big ol’ 120-quart coolers full of ice and drinks?

You’re gonna need a forklift and a back brace. Instead, go with multiple smaller coolers.

Easier to tote, easier to organize, and way easier on your body.

Helpful: Get the Coolers Off the Ground

🧠 Thinking Outside the Icebo

Now let me tell you a little story from one of my earlier events — Railroad Days.

I knew I was gonna need ice, but I didn’t want to spend the weekend lugging it in from the gas station.

So I made a phone call — and changed my ice game forever.

Call a Local Ice Distributor

Every town has one.

You know the folks that supply the bags of ice to gas stations and grocery stores?
Yep, them.

I called up a local distributor and asked:

“Can you help me out for this event?”

And sure enough — for $150, they dropped off one of them big upright ice chests — the kind you see outside convenience stores.

Already stocked with ice, plug-in ready. Boom!

Bonus: Most Times It’s a Deposit

Here’s the kicker — that $150? It was a deposit.

Once I used up all the ice in that cooler, they gave me the deposit back or applied it to the cost of the ice.

Easy peasy.

They even plugged it into a nearby art studio’s outlet.

I gave the studio owner $10 as a thank-you, and I was set.

🛠️ Handle Ice at Big Events Like a Pro

Want the quick version?

Here’s how to handle ice at big events without losing your mind:

Step 1: Plan Ahead

• Know how much ice you’ll need (you’ll always need more than you think).
• Call a local ice distributor at least a week in advance.

Step 2: Use Multiple Small Coolers

• Spread the weight.
• Keep one cooler on standby while you serve from the other.

Step 3: Rent or Partner for an Ice Chest

• Ask about event rentals.
• If they provide ice by the chest, you may only pay for what you use.

Step 4: Have a Power Source Ready

• Coordinate with a nearby business or event organizer.
• A simple extension cord can keep your ice chest running cold all day.

🤝 Vendor Success = Smart Shortcuts

All this ice talk?

It’s just one piece of the bigger picture.

If you're out there vending, every second you save and every shortcut you learn can mean more profit and less stress.

That’s why being part of a community of vendors matters so much.

Learn from the Best in Vendors United

I share tips like this all the time in Vendors United.

But what’s even better?

You get to learn from hundreds of other vendors who’ve been there, done that, and figured out the BEST ways to do it.

👉 Join the best of the best at VendorsUnited.com

Final Thoughts

Ice might seem like a small thing — but in the street food vending world, handling ice smartly can save your event.

The more you know, the less you lug, and the more you make.

Think ahead.
Think outside the cooler.

And never be afraid to ask local businesses for support — you’ll be surprised how helpful folks can be.

Stay cool out there.

I love ya.
Go crush that next event.

Watch Ben's full video here (How to Handle Ice at Big Events Video)…