4. Planning Your Project

Outdoor Projects

Project Place

  • Use the “Outdoor Map” to consider where you want to request as your Project Place.
  • In “Request on Place and Time”, projects can request an Outdoor Block where they wish to place their project.
MF98-vol1_map_tent_en.png

Outdoor Block

  • An Outdoor Block is a section which includes multiple outdoor project places.
  • In Tentative Place and Time Allocation, an outdoor block will be allocated to each project.
    • Tentative Place and Time Allocation will be announced on March 5th (Wed.).
  • During the Discussion on Place and Time Allocation held in the 2nd Information Session, projects allocated in the same Outdoor Block will discuss their specific project place.

Notes

  • Project places are subject to change, and some places may become unavailable.
  • As a general rule, an area of approximately 2.4m x 3.6m, which is the size of a single tent that can be rented through the Committee, will be allocated as one project place.
  • If you wish to use multiple tents, have the long side of the tent not face the road, or bring in your own tent, please register so in “Request on Place and Time”.
  • If requests concentrate on certain areas, the Committee may choose to allocate randomly. In this case, your allocated Project Place and Time may be different from what you requested.
  • Due to the request of the university and the fire department, some Outdoor Blocks are restricted from playing loud sound, and from using fire equipment.
    • For more information on which blocks have restrictions on sound and fire, please refer to the “Outdoor Map”.
  • Some places on the “Outdoor Map”  that are not Outdoor Blocks may become available after adjustments with the Committee. To request using such places, please notify the Committee in “Request on Place and Time”.

How Your Project Place and Time is Allocated

  • In issuing the Tentative Place and Time Allocation, the Committee may contact you, so please make sure that you can receive contacts.
    • The Committee will bear absolutely no responsibility for any disadvantages caused by not responding to the Committee.
Allocation (2).png

Before Deciding What Food and Drink to Serve

Preface

  • Detailed precautions on cooking procedures, cooking tools and ingredients will be announced in the 2nd Information Session.
  • The rules for food and drink service are subject to change due to arrangements with the Public Health Center.
  • Please do not contact the Public Health Center by yourself. Only the Committee will contact them.

Cooking Procedures

  • Cooking procedures are divided into heating procedures and non-heating procedures.

Heating Procedures

  • Heating procedures refers to procedures involving heat, such as boiling, baking, steaming, frying, or sauteing.
  • As a general rule, Main Items should be kept heated until just before serving.
  • As a general rule, you are not allowed to provide food or drink that require more than one heating procedure.

Non-heating Procedures

  • Non-heating procedures refers to cooking procedures that do not involve heat, such as mixing.
⚪︎Allowed×Not Allowed
  • Yakisoba
    • Allowed because it involves only one heating procedure: to heat meat, vegetable and noodles
  • Okonomiyaki
    • Allowed beacuse it involves a non-heating procedure: to mix the ingredients, and only one heating procedure: to grill them
  • Bowl of rice topped with deep-fried chicken
    • Not allowed because it involves two heating procedures: to heat packed rice and to fry chicken

Main Items and Sub Items

  • In the May Festival, menus are divided into Main Items and Sub Items based on the cooking/serving procedure.

Main Items

  • Main Item refers to food or drink that needs more than one cooking procedure.
  • One project is allowed to serve only one Main Item.
Examples
  • Yakisoba → Stir-fry noodles and vegetables
  • Tea → Boil water
  • Cocktail → Mix alcohol and juice

Sub Items

  • A Sub Item refers to food and drink that do not need any cooking procedures, and can be served by itself.
    • Sub Items are expected to be ready-made products such as bottled beverages and snack foods.
    • As a general rule, food items that have not been heat-treated, such as raw food, cannot be handled, even if they are Sub Items.
  • You are allowed to serve more than one Sub Items.

Serving Multiple Items

  • Projects are permitted to serve Main Item and Sub Item at the same time.
⚪︎Allowed×Not Allowed
  • Yakisoba (Main Item) + bottled beverage (Sub Item)
  • Beef skewers (Main Item) + ready-made pastry (Sub Item) + bottled beverage in a cup (Sub Item)
  • Coffee brewed using a coffee maker (Main Item) + Churros (Main Item)
    • Not allowed as there will be more than one Main Item.

Notes

Pre-cooking

  • Pre-cooking refers to all cooking procedures other than ones done at the project place on the day of the festival.
  • From a hygienic standpoint, all kinds of pre-cooking are prohibited.

Cutting Food

  • As all cutting procedures are prohibited, please use pre-cut ingredients.
    • However, cutting may be permitted if you use disposable cutting tools and throw them away after every use.

Use of Refrigerators and Freezers

  • As a rule, coolers must be used for food items that need to be refrigerated or frozen.
    • Ice cream and seafood must be stored in a refrigerator or freezer. However, you may be allowed to use coolers for some pre-heated seafood, such as boiled seafood.
    • Other food items may also need to be stored in a refrigerator or freezer, depending on arrangements with the Public Health Center. Please note in advance.
  • Please note that if you wish to use a refrigerator or a freezer, you must request to use electrical appliances. Please register so in "Request on Place and Time".

Prohibited Ingredients

  • After arrangements with the Public Health Center, the Committee may prohibit other items not listed below.
Ingredients/ItemsNotes

Items that require the use of knives, mixers, etc.

  • Due to the lack of adequate cleaning facilities, knives and mixers are not allowed.

Raw food (sashimi, raw vegetables)

  • Prohibited from serving in principle.
  • However, shaved ice, tokoroten, ready-made products (e.g. confectionery), and beverages are not included in the raw food category and can be served without the heating process.

Fruit

  • When used for cooking, only heat-treated products are allowed.
    • Fruit chocolates (e.g. chocolate coated bananas) may be used without heat treatment.
  • Raw fruit may be served if served without cooking.
  • Processed and packaged frozen fruit that has been heat treated, such as canned products, may be used for cooking. However, they must be stored in a cooler box or refrigerator.

Cream

  • In principle, the use of cream other than vegetable-based cream that can be stored at room temperature (those containing dairy ingredients such as fresh cream) is prohibited, as safety cannot be guaranteed.
  • The serving of ready-made cakes and cream puffs is also prohibited if fresh cream is used.

Curry

  • Prohibited from serving due to lack of adequate cleaning facilities.
    • Retort curries can be served.

Noodles that need to be boiled

  • Noodles that need to be boiled, such as udon and soba, are not allowed to be served because adequate washing facilities, water supply and drainage facilities are not available and water cannot be secured, replaced, and drained properly.
  • Packaged noodles that do not require large amounts of water for cooking can be served.

Tapioca

  • Boiling tapioca is prohibited, as the subsequent cooling process causes leftovers.
  • Handling dried tapioca is also prohibited.
  • Tapioca is allowed only if heating and cooling can be done in its packaged state.
  • Be sure to use packets of single servings.

Ice cream

  • It is prohibited to serve ice cream using metal spoons, etc., as it is dangerous from a hygienic standpoint.
  • Individual packaged items such as portion ice cream and puff ice cream may be served. In this case, you need to use a freezer.

Chicken

  • Allowed only if heat-treated.

Hormones and other offal, puffer fish, oysters

  • It is very dangerous from a hygienic point of view and its use is prohibited.

Milk, condensed milk, and dairy products that are not heat treated

  • Can be used under the conditions of refrigerated storage in a cooler box before and after opening and heat treatment by cooking.
  • Portion milk used for beverages can be used without heating.

Eggs and processed egg products

  • Can only be served if heated well to the inside.
    • Semi-cooked items are not allowed to be served.

Rice

  • Use of anything other than retort-packed or aseptically packaged rice is prohibited.

Examples of Food and Drink Items

  • The list below are items served by projects that needed English support in the 97th May Festival.
  • Please note in advance that items that have been approved to be served in the past may not be approved this year, depending on arragements with the Public Health Center.
Main Item
  • Waffle Ice
  • Mix the waffle mix, sugar and water together.
    • Heat the batter with specialized waffle pan, for around 3 minutes.
    • Put the cooked waffle into the paper cups, put ice cream and other toppings on it.
  • Pakoras and Bajjis
    • Mix water, salt, chili powder, baking soda and spice mix in gram flour.
    • Dip onion/potatoes/boiled egg in the above paste
    • Fry them in oil
    • Once it is fried, serve it with ketchup/tomato sauce/ green chutney
  • Momo
    • Put momo in the steamer, steam it
  • Coffee
    • Add an appropriate amount of water to the coffee maker.
    • Put the coffee powder into the filter.
    • Turn on the coffee maker and let it brew.
  • Kottu
    • Mix cut vegetables, rotti, roasted chicken, and cheese together
    • Add spices, chili, sauce
    • Mix and heat together
  • Hummus
    • Open the sealed can of hummus
    • Open the freshly baked bag of bread
    • Spread the hummus on the bread with a spoon
  • Xiao Long Bao
    • Spread a cooking sheet in the steamer
    • Place Xiaolongbao and steam
    • Steamed, and complete
Sub Item
  • Oolong Tea (Sub Item, purchased through the Committee)
  • Coca Cola/chai
  • Coke
  • Mango Juice
  • Oolong Tea (purchased through the Committee)

Serving Alcohol

  • Alcohol service by classes enrolled in 2024 or 2025 are prohibited.
  • Projects serving alcohol must have both Project Managers who are 20 years old or older on the day of the May Festival.
  • Serving alcohol online is prohibited.
  • When handling alcohol stronger than 20%, you must add other non-alcoholic drink to dilute it to less than 20% before serving.
    • After diluting, it will be treated as a Main Item. Therefore, please note that you will not be able to serve another Main Item besides the beverage.
  • The Committee may limit the amount of alcohol per cup to those with alcohol content of 10% or above. Details will be explained in the 2nd Information Session.
  • To prevent problems caused by serving alcohol or drinking alcohol by those under 20 years of age, all projects that serve alcoholic beverages are required to comply with the Alcohol Pass System, which uses a wristband-type pass to identify those who can serve or purchase alcoholic beverages.
    • If you fail to comply with the "Alcohol Pass System" and other rules regarding serving alcohol, you may be subject to Measures or Punishments.
    • Details about “Alcohol Pass System” will be explained in the 2nd Information Session.

Alcohol Pass Fee

  • In addition to Project Guarantee Deposit and Participation Fee, projects with alcohol service are charged a fee to support the Alcohol Pass System.
  • The fee is expected to be around 4,000 yen to 5,000 yen for each project, but it is subject to change.
    • The conclusive fee will be announced in the 2nd Information Session.
Notes
  • Alcohol Pass Fee is a fee to support the operation of the “Alcohol Pass System”, so there will be no refunds even if you decide not to serve alcohol after paying the fee.
  • Payment of Alcohol Pass Fee is required to be made during the payment period from April 29th (Tue.) to May 7th (Wed.) via bank transfer.