How to plan a private gelato order for a small event

Private event orders are a different kind of work from running the counter. The timeline is longer, the quantities are fixed in advance, and the flavour choices need to work for a group rather than an individual. Kaito handles all private orders personally. This article explains what the process looks like, what decisions need to be made early, and what tends to go wrong when people leave things too late.

The timeline that works ¶

Two weeks is the minimum lead time for a private order. Four weeks is better, especially if you want a custom flavour developed for the event. The reason for the longer lead time on custom flavours is that developing a new recipe involves test batches, and test batches take time and ingredients. The sesame custard developed for a Kawagoe gallery event in May 2026 took four test batches over two weeks to get right.

The booking process starts with an email to hello@brightmoonhub.com. Kaito will reply within two business days with availability and a list of questions about the event: date, number of guests, any dietary restrictions, and whether you have a flavour direction in mind.

Choosing flavours for a group ¶

For a group of 20 to 60 people, three or four flavours is usually the right number. More than four and the logistics of serving become complicated; fewer than three and there is not enough variety for a mixed group. A good combination typically includes one dairy-based flavour that most people will recognise (fior di latte or chocolate), one more distinctive flavour (pistachio, hojicha, sesame), and one sorbet for guests who are dairy-free.

Dietary restrictions are worth thinking about early. The pistachio contains tree nuts. The waffle cones contain gluten. If a significant portion of your guests have restrictions, it is worth discussing this in the initial email so the flavour selection can account for it.

Collection and what to prepare for ¶

All private orders are collection only. Delivery is not available. The gelato is packed in insulated containers that hold temperature for about 90 minutes in normal autumn conditions. If the venue is more than 30 minutes from the shop, you will need to arrange your own refrigerated transport or bring a proper cooler.

Payment is 50% deposit at booking, balance due on collection day. The deposit is non-refundable if the order is cancelled within seven days of the event date.

If you are thinking about a private order and have questions that are not answered here, the questions people actually ask page covers a few more specifics, or you can email directly.