Event Planning
Important Deadlines
To start planning your event with the Global Community Kitchen, please follow the timelines below for submitting requests. While we will try our best to accommodate late requests, we may not be able to support your event if your request is submitted later than the deadlines outlined below.
- 400 - 1200 guests: Submit request 12 school weeks in advance
- 101 - 399 guests: Submit request 8 school weeks in advance
- 100 or fewer guests: Submit 4 school weeks in advance
- Other requests*: Submit 2 school weeks in advance
Please note that school weeks refer to weeks when classes are in session. Any vacation weeks, such as weeks over winter break or spring break, do not count towards the weeks in advance required.
*Other requests might include small a team builder activity, recording a cooking show, or another activity outside of preparing a meal for an event.
Process to Reserve & Utilizing the Kitchen
Follow the process outlined below to plan your event with the Global Community Kitchen.
Schedule a meeting with David Ryusaki by emailing [email protected] to go over the menu for your event as early as possible.
- The Global Community Kitchen ensures food safety and sanitation throughout the process- some food items and recipes may not work as well due to our processes.
- For cultural events, schedule a recipe test at least 6 weeks before the event.
- The recipe test is for the group to gain familiarity with the kitchen, standardize recipes using actual event utensils and to support in the final quantification of ingredients for the event.
Compile a list of volunteers for each hour the Global Community Kitchen will be reserved.
Ensure there are volunteers for food prep, food production, food service and cleanup.
- Always aim for more volunteers than needed, at all times.
- It is likely that not all volunteers will attend at the time they were scheduled for.
- For example, if your organization needs 10 volunteers at 2-3pm, ask 20 people to volunteer for that time slot.
- Ensure volunteers are aware of the role they will have at their assigned time slots.
Have at least one assigned lead for kitchen production and food service.
- This person will be the contact for the Global Community Kitchen staff throughout the event day.
- This person will also let the Global Community Kitchen staff know the finalized serving time during the event.
Some general notes to keep in mind are as follows.
- Timeline: No requests may be made fewer than 2 weeks in advance of the event. Depending on the scope of food service at your event, you may need to adhere to earlier deadlines, so be sure to plan early! You may check availability of your date by emailing [email protected].
- Advising: The Global Community Kitchen will review your request and let you know when it has been confirmed. It is your responsibility to schedule a meeting with the GCK Coordinator at that time by emailing [email protected].
- For larger events (more than 400), schedule your meeting at least 12 school weeks in advance.
- For smaller events (400 or fewer meals), schedule your meeting at least 8 school weeks in advance.
- Menus & Recipes: Email a draft of your menu and recipes in advance of your advising meeting.