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How much ice do I need?

The cheapest thing at the party and the one most often short, because it is bought last and it starts melting the moment it is bought.

The short answer

Allow 1 to 2 lb per guest for chilling drinks, another ½ lb each for ice in glasses, and 1 lb each again if anything is served on ice. Double the chilling figure for an outdoor party in the heat. For 40 guests over four hours that is about 60 to 100 lb indoors, or 100 to 180 lb outdoors.

YOUR EVENT
Adults
Children
Hours
Conditions
30–50 lb
buy 5 bags of 10 lb

30–50 lb buy 5 bags of 10 lb

30–50 lb
for 20 guests over 4 hours
Chilling the drinks
1 to 2 lb a guest indoors.
20–40 lb
Ice in glasses
Half a pound a guest across the night.
10 lb
Buy
Rounded to the top of the range. Ice is the cheapest insurance at the party.
5 bags of 10 lb
Cooler space
A 48 quart cooler takes about 32 lb of ice, less whatever is in it.
2 × 48 qt cooler

Buy it the morning of, not the day before — a home freezer cannot hold this much, and a bag left in the garage overnight is a solid block by noon.

Keep drinks ice and glass ice in separate coolers. Once a bag has had bottles standing in it, it is not going in anybody’s glass.

COMMON QUESTIONS

How much ice per person for a party?

1 to 2 lb a guest for chilling drinks, plus about half a pound each for the ice that goes in glasses. Double the chilling figure outdoors in the sun — a cooler in direct heat loses its ice roughly twice as fast.

How much ice fits in a cooler?

A 48 quart cooler takes about 32 lb of ice, less whatever is standing in it. Plan on a cooler for every 30 lb once you allow for bottles.

When should I buy the ice?

The morning of. A home freezer cannot hold party quantities, and a bag left in the garage overnight is one solid block by noon — which is fine under a keg and useless in a glass.

Should drinks ice and glass ice be separate?

Yes, in two coolers. Once bottles have been standing in a bag of ice, none of it is going in anybody’s drink, and that is the bag people reach into at eleven o’clock.

Skip to content

How much ice do I need?

The cheapest thing at the party and the one most often short, because it is bought last and it starts melting the moment it is bought.

The short answer

Allow 1 to 2 lb per guest for chilling drinks, another ½ lb each for ice in glasses, and 1 lb each again if anything is served on ice. Double the chilling figure for an outdoor party in the heat. For 40 guests over four hours that is about 60 to 100 lb indoors, or 100 to 180 lb outdoors.

YOUR EVENT
Adults
Children
Hours
Conditions
30–50 lb
buy 5 bags of 10 lb

30–50 lb buy 5 bags of 10 lb

30–50 lb
for 20 guests over 4 hours
Chilling the drinks
1 to 2 lb a guest indoors.
20–40 lb
Ice in glasses
Half a pound a guest across the night.
10 lb
Buy
Rounded to the top of the range. Ice is the cheapest insurance at the party.
5 bags of 10 lb
Cooler space
A 48 quart cooler takes about 32 lb of ice, less whatever is in it.
2 × 48 qt cooler

Buy it the morning of, not the day before — a home freezer cannot hold this much, and a bag left in the garage overnight is a solid block by noon.

Keep drinks ice and glass ice in separate coolers. Once a bag has had bottles standing in it, it is not going in anybody’s glass.

COMMON QUESTIONS

How much ice per person for a party?

1 to 2 lb a guest for chilling drinks, plus about half a pound each for the ice that goes in glasses. Double the chilling figure outdoors in the sun — a cooler in direct heat loses its ice roughly twice as fast.

How much ice fits in a cooler?

A 48 quart cooler takes about 32 lb of ice, less whatever is standing in it. Plan on a cooler for every 30 lb once you allow for bottles.

When should I buy the ice?

The morning of. A home freezer cannot hold party quantities, and a bag left in the garage overnight is one solid block by noon — which is fine under a keg and useless in a glass.

Should drinks ice and glass ice be separate?

Yes, in two coolers. Once bottles have been standing in a bag of ice, none of it is going in anybody’s drink, and that is the bag people reach into at eleven o’clock.

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Kit & Occasion
OPENING YOUR INVITATION

This invitation link isn’t active

The host may have turned it off, or the link was copied incompletely. Check with whoever sent it to you.

Planning something yourself? Kit & Occasion plans the whole event — free to start.

We can’t reach your invitation right now

The link is fine — the connection isn’t. Try again in a moment, or open it on a different network.
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You’re all set

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Planning something yourself? Kit & Occasion plans the whole event — free to start.
YOUR REPLY
PICK YOUR MEAL
ALLERGIES OR FOOD NEEDS

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SIGNED IN

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Your events stay on this device after you sign out.

Delete your account?

This permanently deletes your account, every event saved to it, your published invitations and the replies your guests sent. It cannot be undone. Events kept on this device stay here.

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One account keeps the same event on your laptop and your phone.

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By creating an account you agree to the Terms and the Privacy Policy.

Plan it. Build it. Host it.

Tell it about your party once. The invitations, the menu, the printed kit, the shopping list and the games build themselves from your answers — so the time goes into the gathering, not the planning.

A garden party set on cream paper: the printed invitation, menu card, thank-you tags and cupcake toppers in one design, with a sage napkin and a glass of water A garden party set on cream paper: the printed invitation, menu card, thank-you tags and cupcake toppers in one design
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How it works

The design kit makes itself from your answers.

Say what the party is, when, for how many and for whom. The invitation, welcome sign, menu, banner, toppers, food cards and thank-you tags are made in one design with your words already on them. Type a name here and it is set on every sign below in that design’s own lettering. Nothing typed is kept or sent anywhere.

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Why we built it

More time together, in person.

In an increasingly digital world, the planning should be the easy part. One plan builds every piece, and the evening goes to the people in the room.

In the world

Printed, and on the table.

A garden-soiree welcome sign on an easel at a wooden garden gate, with matching pennants strung above Cupcakes with garden-soiree toppers on a cream stand beside wrapped gifts with matching thank-you tags A lemon-bordered invitation on cream linen with a lemon and its leaves The garden-soiree kit laid out on cream paper: menu, place card, toppers and tags A blush-and-gold arch invitation with a silk ribbon and a wax seal A garden-soiree menu card standing on a set table by a window A celestial arch invitation with gold star confetti and a navy ribbon A chandelier gala invitation beside a champagne coupe and a wax seal A pastel balloon invitation with two macarons and a pink ribbon A papel picado invitation with a marigold and a halved lime A dinosaur-dig birthday table: the printed welcome sign in a frame, cupcake toppers, food placards and thank-you tags on favour bags, all in one design A game-day snack table with the printed welcome sign, food placards in front of the bowls and a string of pennants

The arithmetic is done for you.

Change the headcount and every quantity follows — the same figures the planner prints.

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What are you planning?

Pick your occasion and the planner opens with it already chosen.

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The games

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Prop a laptop on the table and the screen runs the game: one person taps, everyone else shouts. Or deal the cards, with the rules right there on the page. Nothing to install.

See the games
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A television in a living room showing the games page
The app

The whole plan, in your pocket.

The same planner, invitations, kit and games on your phone, with your events kept in sync.

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A long table laid for a party: a floral welcome sign on an easel, a matching menu and place cards, white roses in a jug and brass candlesticks

Plan the whole event

Free, all of it — the theme, the menu with quantities, the guest list, the budget, the shopping list, the checklist. What costs money is the printed kit, once.

A game-night table in lamplight: popcorn and pretzels, two glasses of water, a pencil and a stack of blank cards in front of a laptop

Just play a game tonight

Open a pack for your occasion on any screen. No account, nothing to install. Add the names at the table and it is personal before the first round.

Browse the games
LOADING THE GAMES

We couldn’t load the games

Part of the game library didn’t arrive. We’re not showing a partial list, because it would leave packs missing formats with nothing to tell you so. Everything else on the site works, and nothing you have saved is affected.
A game-night coffee table in lamplight: a stack of blank index cards and a pencil, a bowl of popcorn and two glasses, with the television glowing behind
Game night

Games people ask to play again.

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A game-night coffee table in lamplight: blank index cards and a pencil, a bowl of popcorn and two glasses, with the television glowing behind

Build my game night

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Tonight, in playing order

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Tonight
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How many are playing?

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On the TV

The screen runs the game.

It reads out the rules, keeps the score and runs the clock, so whoever is hosting gets to play too. Open this page on the laptop or the TV and press Play.

Every game the TV hosts needs at least three players, so a night for two is played at the table. The best of it is just below.
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At the table

Or deal it out.

Card games, dice games and the ones that need nothing but a pen, each quick to learn and hard to stop playing. The rules are on every card.

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Built for the room, not the download.

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Fill this in first

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Your side

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Nothing in the colour library answers to that. Try the city with its sport, or the country.
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On the screen tonight

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Fills the screen and sizes the board for the room. Escape to come back.

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WHO IS IT ABOUT?
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IN THE GAME NOW
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EDIT THE QUESTIONS
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Saved on this device only. Nothing you type here is uploaded, and it stays put if you close the tab.
LOADING THE GUIDES

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Part of the content library didn’t arrive. We’re not showing a partial index. The planner and the games are unaffected.
Planning guides

Guides for the event you are actually planning

Written to answer the question, not to rank for it. Every figure in them comes from the same engines the planner runs.

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Party arithmetic

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Nothing published here yet

A hub goes live when it has pages worth ranking. Publishing an empty shell to hold the keyword is how a site earns a thin-content problem.

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Next step, if you want one

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RELATED
CELEBRATION TRAVEL

Where to take it

For the events that go away — costed per head for a long weekend, with the months worth going. Pick a place and the planner starts with the trip already known.

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Worth booking

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THE LONGER READ

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THE REST OF IT
Party arithmetic

Free calculators

Each one answers in a single screen, prints as a list you can take to the shop, and uses the same arithmetic as the planner — so the number does not change if you carry on there.

A tablet on a cream desk showing the calculators page, with an open notebook of tally marks, a wooden ruler and a bowl of lemons
For guests

Every answer below is worked for this many, and each calculator opens on it.

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The short answer

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YOUR EVENT
Which do you know?
Invitations going out
People you want in the room
How are they invited?
How far are people coming?
Total budget
Weeks until the event
Adults
Children
Hours
What are people drinking?
How are you serving it?
What is the main?
How is it being cut?
Table
How is the room being used?
The room, in feet — optional
Table
How far should it hang?
How many tables
Conditions
Kind of event
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This kind of event
COMMON QUESTIONS

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THE NEXT NUMBER YOU WILL NEED

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What you need

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How to play

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How it ends

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The planner takes the date, the headcount and who it is for, then works out which of these fit the time you actually have.
NOT FOUND

This page isn’t here

The link may have been copied incompletely, or the page it pointed at has moved on. Everything the site knows is still one step away.

A single blank place card standing alone on cream paper beside a gold pen
Why it exists

Planning a party is mostly admin

Somebody has to work out how much chicken feeds thirty, whether the sprouts and the potatoes can share an oven, what a fourteen-year-old will find embarrassing, and which of the eleven things on the list has to happen before the invitations go out.

None of that is the fun part, and all of it is knowable. That is the whole idea behind Kit & Occasion: the answers exist, they are just spread across forty browser tabs and the memory of whoever hosted last year.

Hands tying a printed thank-you tag onto a paper favour bag at a kitchen table, with a stack of matching placards, scissors and string

How it works

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What is free and what is not

The planning is free. All of it — the menus, the quantities, the guest list, the budget, the shopping list, the games, the checklist. Not a trial, and not capped at one event.

What costs money is the printing: a coordinated set of signs, labels, table cards and game materials in your own colours, sized correctly, with the paper worked out and the assembly written down. It is the gap between having a plan and having a party, and it is the part people dread. One payment, no subscription.

Start with whatever you are planning next

What the printing is

One set, drawn for the occasion and coloured for yours

The welcome sign, the menu, the place cards, the labels and the games, on six of the tables it has been set for. Pick one and the planner opens knowing what you are planning.

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Plan one →
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Kit & Occasion

One connected tool for the whole event. The planning is free; the printed kit is the part you pay for, once.

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Plan it. Build it. Host it.

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