6 to 8 Weeks Before: Send Your Enquiry and Secure a Date
The best starting point is to send your enquiry as soon as your event date is set, especially for Saturdays, month-end functions and school holiday periods. This gives our team enough time to check availability across Umhlanga, Durban, Ballito, Pietermaritzburg and Johannesburg, then match the right service style to your guest count and venue.
At this stage, keep the details simple and practical. Tell us the date, suburb, venue type, expected number of guests, and whether you need birthday catering, wedding catering, corporate catering or a home party setup. If your venue has strict access times, loading bays or generator rules, mention that early. It helps avoid last-minute issues on the day.
- Event date and preferred serving time
- Area or venue suburb
- Guest estimate and age group
- Type of event and service style needed
- Any venue rules, parking limits or access instructions
4 to 6 Weeks Before: Choose Your Format and Menu Mix
Once your date is pencilled in, decide how you want Snow Cream to be served. Some hosts prefer a live serving station for parties and activations, while others want drop-off dessert cups for easy self-service. For larger functions, a custom menu can include a mix of flavours, toppings and portion sizes so children and adults both have enough choice.
This is also the right time to think about the event mood. A wedding in Hillcrest may need a more polished serving flow, while a school event in Durban North or a mall activation in Sandton may need fast service and quick queues. We can help you choose a format that suits the pace of the event and the space available.
- Live serving station or drop-off dessert cups
- Number of flavours and topping options
- Portion size per guest
- Service time window
- Any dietary notes or special requests
If your event is outdoors or near the coast, factor in heat and humidity. Snow ice desserts are best planned with shade, a covered table or indoor placement where possible, especially in Durban and Umhlanga during warm afternoons.
2 to 3 Weeks Before: Confirm Guest Numbers and Venue Details
Two to three weeks before the function, review your guest count and check any changes. This is usually the time when final numbers settle for office events, school functions and family celebrations. A clear count helps us prepare the right amount of product, cups, toppings and service support, without unnecessary waste.
Please also confirm the venue address, nearest entrance, set-up point and any security procedures. If the venue is in a retail centre, estate or office park, make sure access times are approved. In some Johannesburg and Sandton locations, deliveries must be scheduled around loading rules or building access windows. The earlier this is shared, the smoother the set-up will be.
- Final guest estimate
- Venue contact and access instructions
- Set-up area size and table requirements
- Parking and loading information
- Any permit, security or body corporate rules
7 to 10 Days Before: Lock In Menu Choices and Special Requests
About a week or ten days before the event, finalise the flavour selection and toppings. This is the point to confirm any custom menu items, brand colours for a corporate event or themed presentation for a birthday or wedding. If you are planning a large group catering booking, it helps to choose a menu that moves quickly and suits mixed tastes.
For school events and festivals, keep the menu simple and easy to serve. For wedding catering or premium events, you may want a more curated mix with a few favourite combinations. If your group includes younger children, ask for smaller portions. If the crowd is mainly adults, a fuller serving can work better. Small choices like this make a big difference to the guest experience and the queue length.
At this stage, please let us know about allergies or ingredients to avoid. While we work with many different setups, clear notes help us plan responsibly and reduce confusion on the day.
48 Hours Before: Recheck Timing, Weather and Service Plan
Two days before your booking, review the final timing. Check the event start time, serving slot and when guests are likely to arrive. If your party or function is outdoors, watch the weather forecast closely. Durban and coastal venues can shift quickly from sunny to humid or windy, so a backup indoor area or covered space is always worth arranging.
This is also the moment to confirm any load-shedding concerns. If power is needed for lighting, counters or venue equipment, let us know what support the venue has in place. We can then plan around the schedule and keep the dessert service practical. A short final check saves time on the day and keeps the service running smoothly.
- Final event time and guest arrival window
- Weather backup plan for outdoor events
- Power and lighting arrangements
- Loading access and security confirmation
- Contact person on site
Event Day: Set-Up, Serving and Final Wrap-Up
On the day of the event, the main goal is simple service and a clean handover. Our team arrives with the agreed set-up, checks the serving area and gets the dessert station ready before guests arrive. For larger bookings, having a named contact on site helps with a quick sign-off, especially at venues in busy areas like Ballito, La Lucia, Hillcrest or central Johannesburg.
After serving starts, we keep the process orderly so guests can move through without long delays. If the booking includes a live station, the team handles the flow and keeps portions consistent. If it is a drop-off service, the desserts are arranged for easy access and clear serving. Once the service is complete, we pack down according to the venue rules and leave the area tidy.
For home parties, it helps to clear a table or counter before we arrive. For corporate and school events, make sure the venue knows where the station will be placed. Small preparations like this make the whole booking easier for everyone involved.
