Food Donations - EcoSet Consulting

323.669.0232 / Main Office (LA)
Food Donations
323.669.0697 / Donations (LA)
Procedures for EcoSet Key
MORNING DUTIES:
Catering Manager Initial Touch Base: Ask the head chef if they are aware of the plan to donate any
unserved food after lunch. Show them the Catering Food Donation Guidelines sheet. Explain the process so
they understand the program, why we are doing it, and the precautions we are taking.
Food Donation Release: Liability waivers are provided by EcoSet for the recipient to sign
Non-profit recipient: Inform them of which non-profit beneficiary will be coming and that they will be
giving the food away for free to their clients
Packing: Ask the caterers to pack up the food since they are trained and licensed to handle food
Foil Pans: Let them know we will be providing foil pans (please do not use our compostable clam shells
unless absolutely necessary. Ask the chefs if they have clamshells before opening a new pack)
Note: Federal and State Good Samaritan laws protect food donors who give to non-profits as long as the food is
then distributed for free to the needy. If the Caterer is giving you push back or needs more information, please
call the EcoSet team in Los Angeles to help.
Food Donation Recipient Initial Touch Base: Please call the scheduled recipient the morning of the
shoot to confirm the plan for that day. You will have received an email from your Coordinator with this info.
Confirm the crew lunch schedule and location address
Convey convenient parking instructions or bring food to a location that is easiest for them to find
Confirm the estimated time recipient should pick up (1.5 hours after the crew lunch begins)
Instruct recipient to call you before they head to set.
This is critical to confirm that the pick up time is on schedule or let them know the changes, and verify
the anticipated amount of food. (If it is too small of an amount, then it is okay if they decide to decline.)
CREW LUNCH PROCEDURES:
Engage the Crew and let them know about the program and what non-profit group will be receiving the food
Packing the Food: Request that the Caterers pack up the unserved food since they are trained food handlers
Give the foil pans and Ziploc bags to Catering and let them know that you will pick up the remaining pans
and bags
Note: Ziploc bags are for food that is not liquid or messy with sauces. Save the pans for heavy or messy items.
Please oversee that Caterers pack up the unserved food using our supplied containers, including buffet
items, deserts, breads and packaged condiments that would otherwise be discarded
NO FOOD THAT WAS ON A CREW PLATE CAN BE DONATED
Put all unused EcoSet pans and Ziploc bags back in the kit after lunch service (do not leave them with
Catering)
Note: If Catering staff refuse to pack food up, then wash your hands thoroughly. Use disposable gloves from Food
Donation Kit or ask Caterers for gloves. Carefully put the food into the foil pans, Ziploc bags or take away containers.
© 2015 EcoSet Consulting, LLC /
ecosetconsulting.com /
facebook.com/ecoset
323.669.0232 / Main Office (LA)
Food Donations
323.669.0697 / Donations (LA)
Procedures for EcoSet Key
CREW LUNCH PROCEDURES (continued)
Final Recipient Check In: It is important to keep the communication going during lunch service to ensure the
recipient arrives while the food is being packed up or shortly after. The goal is for perishable food to be picked up
immediately.
Make sure the recipient has touched base with you before they leave for set
If they have not called by the end of the official crew lunch, please call them immediately
If they are a no-show, please call your EcoSet Coordination contact. Any food that is not picked up after
30 minutes of being packed cannot be donated to the organization. 30 minutes is our cut off time.
FOOD DONATION PICK UP AND PAPERWORK PROCEDURES
Weights: It’s very important to capture weight for diversion before the food is released
Using the IKEA bags and the hanging scale, determine the TOTAL WEIGHT of all packed up food
Record the total weight on the EcoSet food donation paperwork as well as your Project Workbook in the
Donations section
Pay careful attention to leaks with the to go containers in the IKEA bag, as hanging can pry them open
Make sure to keep the IKEA bags rather than donate them with the food
Recipient Paperwork Checkout and Photos: Once the recipient has inspected the food, then:
Recipient is to fill out the Food Donation Release form and Likeness Release.
SIGNATURES: The Food Donation form MUST be signed in your presence AFTER they have inspected
the food. You need to sign it as well as the EcoSet Witness.
Take a photo of the recipient next to the food for an upcoming client recap. A Likeness Release must be
signed for all people in the photo.
Forward the photos you take to your EcoSet Coordinator
Place all completed paperwork in your Project Binder
Completion and Kit Maintenance Once the donation is complete:
Collect unused trays and containers from caterers, clean IKEA bags if needed (do not put dirty
components back into clean Food Donation Kit.
Contents of Food Donation Kit:
• Foil pans with lids (half size)
• 1 Gallon and 2 Gallon Ziploc bags
• Paper clamshell containers
• Sharpies and pens, Donation Paperwork
• Rubber gloves and hand sanitizer
• Fish Scale, Large blue shopping bags (IKEA)
If you have any questions, challenges or updates, please call your Coordinator. For Los Angeles projects,
call Amy at the Los Angeles office, 323-669-0697 or email donations@ecosetconsulting.com.
© 2015 EcoSet Consulting, LLC /
ecosetconsulting.com /
facebook.com/ecoset
Thank you for helping us to feed others!