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EXPERIENTIAL EVENTS AGENCY
BOOK YOUR EVENT NOW
CORPORATE & PRIVATE EVENTS
EXPERIENTIAL EVENTS AGENCY
BOOK YOUR EVENT NOW
Staffed ice cream service for brands and businesses
Bring a branded ice cream truck to your next product launch, retail activation or corporate event. Pan-n-Ice provides staffed ice cream van hire, with the vehicle, ice cream menu and presentation planned around your audience, venue and campaign.
From classic Mercedes ice cream trucks to our Citroen HY and VW camper-style formats, we can discuss vehicle graphics, personalised cups and a menu that fits your brief. We will confirm the right vehicle and service setup for your event.
London and UK event enquiries welcome. Availability and travel are confirmed for your date and venue.
Give guests a place to gather while our team looks after the ice cream service. This is staffed event hire, rather than an empty van for you to drive or operate.
Your proposal brings the practical details together so you know what you are booking. Everything needed to deliver the staffed ice cream van service is in the package:
Other custom branding, such as your logo on cups, is extra: tell us what you need in the enquiry and we’ll send a quote. Stickers on cups are a cheaper option with a lower minimum order.
Power: Vans and trucks can run from one standard 13-amp plug socket, or from a 32-amp supply if more equipment is used inside — we stay flexible to the brief.
Space: Allow about 5 m long by 3 m deep for the vehicle working footprint, plus guest flow. Please share access details for the site.
Setup / pack-down: Setup can be as quick as about 30 minutes, depending on the service and venue access. Pack-down takes about 15–30 minutes.
Pricing: Every event is bespoke. Van and truck hire is from a minimum spend of around £2,000 + VAT. That includes a selection of branded stickers on the outside of the truck, as we did for Vita Coco, so you keep the truck’s base colour. It’s a cheaper alternative to a full truck wrap, which starts from around £6,000 + VAT. Event location, travel logistics and any accommodation also affect the price.
Start with what you would like guests to enjoy, then match the equipment and vehicle to that choice. Our soft serve and rolled ice cream experiences have different preparation and presentation styles; not every menu is available from every van.
| Experience | What guests enjoy | What we plan with you |
|---|---|---|
| Soft serve | A familiar swirl, finished with the toppings and presentation you choose. | Flavours, cones or cups, toppings and the suitable vehicle setup. |
| Ice cream rolls | Ice cream prepared on a cold plate and rolled into the cup. | The recipe, finishing touches and time for the made-to-order preparation. |
| A branded menu | An ice cream experience designed around a campaign or event theme. | Recipe feasibility, artwork, branded serving materials and production timing. |
Tell us about dietary preferences and allergies at enquiry stage. We will need to confirm the exact ingredients and handling arrangements for the selected menu; please do not assume a dietary option is suitable for every allergy.
Our fleet includes two classic Mercedes ice cream trucks. Their familiar ice cream-van shape makes the serving point easy to recognise at a corporate event or branded launch.
We also have a Citroen HY and a VW camper-style truck. Each has its own look and working layout. We will match the selected vehicle to your menu, venue access and service brief rather than treat the vans as interchangeable.
Want to compare the shapes or explore an Airstream option? Our vehicle guide shows real projects and explains what to check for each format.
Bring the team together for an office celebration, company summer party or client reception. Tell us when people can leave their desks or sessions: serving everyone during one short break needs a different plan from a relaxed afternoon.
Make the ice cream service part of the campaign, from the first view of the truck to the cup guests take away. Share your audience, creative direction and event timings so we can plan the menu, vehicle branding and serving experience together.
Create a welcoming serving point for customers, invited guests or a retail launch. Share the proposed position and expected arrival pattern so the van, guest queue and surrounding activity can be planned around the site.
A good brief tells us how the event will run. Guests arriving together need a different service plan from the same number visiting throughout an afternoon. The access route, serving side and guest queue also matter as much as the space occupied by the van.
| Plan this | Send us |
|---|---|
| Guest flow | Expected guests, the serving window and any moment when everyone is likely to arrive at once. |
| Vehicle access | Venue address, arrival and collection times, and photographs of gates, turns, height restrictions or narrow approaches. |
| The serving area | A site plan showing the van position, room for the open hatch, the team and an accessible route for guests. |
| Venue requirements | Available utilities, surface conditions, equipment restrictions and any paperwork the venue needs. |
| Weather and queues | Your wet-weather plan and where guests can wait without blocking an entrance or event activity. |
We will confirm the selected setup's dimensions and operating requirements before you finalise the position with your venue. A photograph of a previous event is a reference, not a site specification.
For a product launch, retail event or employee campaign, carry your design from the vehicle to the ice cream guests take away. Discuss vehicle graphics, branded cups, wafers and a menu that fits the brief.
The Saltair x Space NK photograph shows how a Citroen HY can sit within a coordinated branded serving area, with the guest approach and presentation considered together. This is a Rolling Minds project. Additional dressing and production are agreed separately for each event.
If your brief goes beyond ice cream into sampling, a multi-stop tour or a wider launch, explore our dedicated promotional vehicle service.
A few past projects from Pan-n-Ice and our sister events brand Rolling Minds. Menus, vehicle graphics and surrounding production were tailored to each brief.
From ice cream service to wider promotional activations: these are examples of bespoke projects, rather than a standard hire package.
We quote for the event rather than publish one price for every van. The vehicle, location, menu, guest numbers, service hours and branding choices all affect the proposal. Van and truck hire is from a minimum spend of around £2,000 + VAT. That includes a selection of branded stickers on the outside of the truck, as we did for Vita Coco, so you keep the truck’s base colour. It’s a cheaper alternative to a full truck wrap, which starts from around £6,000 + VAT. Event location, travel logistics and any accommodation also affect the price.
Send a budget band if you have one. We can discuss which setup fits the brief and separate the core service from optional customisation. Ask for the and any travel or venue-related costs to be clear before booking.
Get a tailored quoteWe also bring staffed ice cream vans to weddings, birthday parties and other private celebrations. Tell us your date, guest numbers and venue so we can discuss the right setup.
For a wedding, share the running order so arrival, service and departure fit around the ceremony and speeches. At a home or garden party, start with vehicle access; where that is limited, ask about a staffed ice cream counter.
Staffing, packaging, all equipment, setup, transport and logistics, and product development if needed. Other custom branding, such as your logo on cups, is extra: tell us what you need in the enquiry and we’ll send a quote. Stickers on cups are a cheaper option with a lower minimum order. Van and truck hire is from a minimum spend of around £2,000 + VAT. That includes a selection of branded stickers on the outside of the truck, as we did for Vita Coco, so you keep the truck’s base colour. It’s a cheaper alternative to a full truck wrap, which starts from around £6,000 + VAT. Event location, travel logistics and any accommodation also affect the price.
Yes, the service described here is staffed. Your quote will specify the team, serving hours, menu and allowance for your event. Vehicle-only rental, self-drive hire and an ice cream machine on its own are different requests.
Tell us that it is your preferred format. Our fleet includes two classic Mercedes ice cream trucks, but the particular vehicle, equipment and date still need to be confirmed. The Citroen HY and VW camper-style truck offer other looks to discuss.
Yes, we welcome both corporate and wedding enquiries. Send the postcode, proposed position and access details with your date. The venue needs to agree the setup, access and service arrangements before they are finalised.
We welcome event enquiries in London and across the UK. Include the venue postcode so we can check the selected vehicle, travel arrangements and availability. A van being shown on this page does not guarantee availability at every location or on every date.
Do not assume so. The equipment, working space and event requirements need to be matched to the selected vehicle. Tell us which ice cream experience you want first, and we will discuss a suitable setup.
Please include dietary requests and allergies in your brief. We will confirm the available recipes, ingredients and handling arrangements for your proposed service. A vegan or dairy-free preference should not be treated as an automatic guarantee of allergy suitability.
Allow about 5 m long by 3 m deep for the vehicle working footprint, plus guest flow. Vans and trucks can run from one standard 13-amp plug socket, or from a 32-amp supply if more equipment is used inside — we stay flexible. Share the venue's available utilities and access restrictions so we can confirm the exact arrangement for your proposal.
Enquire once you have a date and outline plan. Include any vehicle preference and branding ideas so we can check availability and production requirements together. We will confirm the schedule for your booking rather than promise a fixed lead time.
Yes, branding options can be discussed for the chosen vehicle and service. Send your guidelines or initial idea and tell us whether you need design support. Artwork, production timing and the included surfaces will be set out in the quote.
Send your event date, venue postcode, audience and preferred serving times. Tell us what you want the event to achieve, the expected guest numbers, the ice cream style you like and any branding or dietary requirements. A site photograph, floor plan and budget band are helpful if available.
Request an ice cream van quotePrefer email? info@pan-n-ice.co.uk
Our shared Pan-n-Ice / Rolling Minds enquiry form.
