How to Plan a Community Potluck Picnic
A potluck picnic is an economical way to get together with friends and family or to do something for a business or school event. This type of event does not have to cost much money and several people can work on it together to make less individual work. You may choose to throw an organized potluck picnic or allow everyone to bring whatever they choose. The better organized you are, the less likely it will be that three people show up with the same thing.
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Instructions
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Make a list of people to invite to the event. Send invitations, post fliers around town, advertise it within your organization or announce it in a community newsletter four weeks in advance, with the event name, date and time, and location; add your name and phone number for people to get back to you within one week of the event. Explain on the invitations and announcements that you are looking for people to bring at least one dish, as well as another necessary item such a napkins or tablecloths. Mention that you will need volunteers for barbecuing, trash pickup after the event, serving or anything else required. Create a volunteer list.
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Record what each person will bring as she calls to tell you she will attend. Have one person bring hot dogs and another rolls. Request brownies from one family and cookies from another. Ask that someone else bring beverages and ask the next person who calls to bring a salad. Have more than one food per category available, such as two or three meats, a few different salads, and four or five types of vegetables to ensure that everyone will have plenty of food to choose from. Request that each person responding also brings another item, such as trash bags or paper plates.
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Look over who is bringing what the day after the respond by date. Make a list of necessary items that still need to be obtained, food and otherwise. Call people who have responded and whom you believe might be able to help a little more, to see if they might be able to bring another item. Mark these items off your list and create a shopping list of the items that are still left. Pay for these items with funds set aside for the event, if available.
Purchase the food items that are left on the list first, then buy other items such as plastic silverware and paper bowls. Pick up plastic wrap, as well, so that leftover foods are able to be wrapped.
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Have a plan for leftovers as many people will not bring these items back home with them. Find out if you will be able to donate to food cupboards or soup kitchens ahead of time, or if there are any families in the area who will be able to use the leftovers. Plan to save leftover paper and plastic items for the next event or donate them to a community organization, such as a senior center.
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