1. Decide the role gelato plays on your menu
Before talking to suppliers, be clear on how gelato will be used. The answer changes the product, volume, and price point you need.
Plated dessert component
A quenelle of gelato alongside a tart or warm dessert. Needs two to four versatile flavors with a stable, scoopable texture.
Standalone gelato menu
A rotating selection of six to twelve flavors served by the scoop or cup. Requires a display cabinet, higher volumes, and regular deliveries.
Bar pairing and cocktails
Sorbets and gelato used in affogato, floats, or as a garnish. Alcohol-friendly, intensely flavored options work best.
Hotel experiences
Poolside, brunch, or lobby gelato programmes — sometimes served from a contracted cart operated by the supplier's own staff.
2. Wholesale supply or private label?
Wholesale means buying from the supplier's existing range, delivered in standard pans or tubs. It is the fastest way to start and the easiest to scale, and you benefit from recipes that are already proven with guests.
Private label means the supplier develops flavors exclusively for you — a signature gelato for a tasting menu, a seasonal special, or a flavor that carries your brand name on the menu. It takes a few weeks of tasting and iteration, so it suits venues with a clear concept and steady volume. Many venues start wholesale and add one or two private-label flavors once the line is established.
3. Understand portioning and margins
Gelato is typically supplied by weight or by pan. A standard 5-litre pan yields roughly 40 to 55 restaurant portions depending on scoop size, which makes per-portion cost easy to model. Because gelato needs no cooking, plating labor is minimal and waste is low when stock is rotated properly. Compared with in-house pastry production, most operators find gelato delivers a stronger margin per dessert with far less kitchen time.
4. Get storage and display right
Gelato is stored at around −18°C and served from a display case or dipping cabinet at roughly −12°C to −14°C, which keeps it soft and scoopable. If you are serving from the kitchen only, a reach-in freezer with tempering time before service is enough. For a visible gelato counter, a dedicated cabinet is essential. Ask your supplier for a storage and serving guide during onboarding and have them advise on cabinet setup, portioning, and shelf life for your specific set-up.
5. What to check in a gelato supplier
The supplier relationship matters more than any single flavor. Look for these signals:
Made locally in small batches
Fresh product, shorter lead times, and recipes that can be adjusted to your feedback — unlike imported frozen stock.
Proven with demanding clients
A supplier that already works with premium brands understands brand standards, guest expectations, and back-of-house discipline.
Procurement-ready
Clear trade pricing, itemized quotes, agreed delivery windows, invoices, business registration, and insurance on file.
One point of contact
A single account manager who handles tastings, orders, and any adjustments — ideally bilingual for mixed kitchen teams.
6. Plan the rollout
A typical rollout starts with a tasting of relevant flavors, followed by a trade proposal covering pricing, minimums, lead times, and delivery schedule. Onboarding includes storage and serving guidance for your team, then a first scheduled delivery. Standing orders run from there on a weekly or fortnightly cadence, adjusted as you learn what sells.
The bottom line
For hotels, restaurants, and bars, artisan gelato is a rare combination: premium perception, strong margins, and minimal kitchen labor. The work is in choosing a supplier who is reliable, local, and comfortable with the way your F&B operation actually runs.