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⇒ International Center ⇒ Programs & Events ⇒ Planning a Cultural Coffee Hour

Planning a Cultural Coffee Hour

Friday afternoon Coffee Hours have always been very popular events at the International Center.  It is our mission to support and assist your group in hosting such a special event.  Please read the following FAQ about planning a coffee hour.

Note: Our facilities are accessible to persons with disabilities.  If specific accommodations are needed, please contact the IC.

What is a Cultural Coffee Hour?

The International Center believes that cross-cultural understanding is an important part of being a citizen of the world.  Cultural Coffee Hours are a time to learn about different cultures from around the world.  International student groups can organize coffee hours to highlight their culture, arts, interests, tastes, and peoples.

Who can sponsor a Cultural Coffee Hour?

International student groups may sponsor a Cultural Coffee Hour.  Support services and program assistance are available to groups who are registered with the International Center.

Who are coffee hours for?

Coffee hours are open to the public.  They are meant to be light, entertaining gatherings for students, families, neighbors, and friends to talk and to learn about cultures and to relax on a Friday afternoon.

What does my group need to do to sponsor a Cultural Coffee Hour?

To sponsor a coffee hour, please follow these steps:

• Review all information about planning a coffee hour on this page
• Review all information on the Coffee Hour Agreement document
• Check the Cultural Coffee Hours Schedule to see available dates
• Send an email to icevents@indiana.edu to schedule an appointment with a member of the IC staff to discuss your plans.  This meeting must take place at least two weeks before the date you wish to sponsor the coffee hour.  IC staff will inform you of International Center procedures and you will have to read and sign the Coffee Hour Agreement form.  Be prepared to answer the following questions at the meeting:
  • What kind of formal program will you offer?
  • Will you need a TV, VCR, or other equipment?
  • Will you serve food?
  • If so, what will it be?
  • Will it be catered or home-cooked?
  • Prepare a food information sheet listing the pertinent information.
  • Which areas of the International Center will you want to use (i.e., lounge, conference room, lobby, etc.)?
  • How do you plan to promote your event?

What should happen during a coffee hour?

Your group should plan an educational/cultural/entertainment program that is brief and entertaining.  The program should last no more than 15–30 minutes.  Please provide a “live” performance.  Avoid taped music and video or long academic lectures.  Please do not attempt to change the cultural, religious, political or other views of the audience.  Coffee Hours should be appealing and comfortable to everyone, regardless of their background or beliefs.

You can see pictures of previous coffee hours to help get an idea of what to expect by looking at our gallery.

What should my group do to promote our event?

We encourage you to promote your event as much as possible.  The International Center will post your group name on the Coffee Hour schedule on our website.  You are solely responsible for promoting your event in other ways.

Here are some ideas for promoting your event

• Post flyers
• Send e-mails
• Distribute brochures, etc.
• Send a promotional email to icevents@indiana.edu the week before the event to be forwarded to our distribution list.
• One week before the event you may place items (photos, artifacts, trinkets, books, etc.) in the display cabinet in the lobby of the International Center.

What needs to happen the day of the coffee hour?

Arrive at the IC for set-up as early as 1:30pm.  Begin set-up including decoration and arrangement of furniture, audio visual equipment, etc.  If you will be serving food, prepare a tag listing the ingredients of each dish.  Start your formal program no later than 4:30pm.  Begin clean-up no later than 6:00pm.

What about parking?

Free parking is available. Visitors should park on the roof of the Jordan parking garage next to the Dowling International Center and pick up a temporary parking pass at the reception desk while in the IC.