Need potluck advice...

[tcufrog]

My family likes to host parties and we are quite good at it so our parties are popular. One of the parties we host every year is a July 4th party. We cook out, swim in our pool and have small fireworks in the backyard (we have a large hard surface patio around the pool.) We decorate with bunting, streamers and pinwheels. It's really quite festive. We aren't as financially flush as we used to be though so we're planning to host a potluck party. We'll pay for drinks, paper goods and the grilling meat. We were going to ask guests to bring sides, buns, and dessert.

I'm not looking to debate the etiquette of throwing a potluck party. I know some people won't approve. What I'm looking for is advice.

1. How do I indicate on the invitations that it's potluck? People aren't used to us throwing one so I want to make it clear without being tacky.

2. How do make a list of what we need and how much if our guests don't know in advance how many are coming when they sign up to bring something? We usually buy all of the supplies at the last minute with the exception of the dessert which I usually make.

3. Any other advice for ensuring it goes smoothly?

 

[firecracker725]

My family likes to host parties and we are quite good at it so our parties are popular. One of the parties we host every year is a July 4th party. We cook out, swim in our pool and have small fireworks in the backyard (we have a large hard surface patio around the pool.) We decorate with bunting, streamers and pinwheels. It's really quite festive. We aren't as financially flush as we used to be though so we're planning to host a potluck party. We'll pay for drinks, paper goods and the grilling meat. We were going to ask guests to bring sides, buns, and dessert.

I'm not looking to debate the etiquette of throwing a potluck party. I know some people won't approve. What I'm looking for is advice.

1. How do I indicate on the invitations that it's potluck? People aren't used to us throwing one so I want to make it clear without being tacky.

2. How do make a list of what we need and how much if our guests don't know in advance how many are coming when they sign up to bring something? We usually buy all of the supplies at the last minute with the exception of the dessert which I usually make.

3. Any other advice for ensuring it goes smoothly?

Please join us in celebrating the 4th of July with a poolside potluck party. We'll be providing xxx, xxx, and xxx. Bring your favorite sides, blah, blah, blah.

You could ask them to RSVP with the dish they'll be bringing.

 

[ToTLaugher]

I am assuming these are people you know very well given that you do this every year. I would simply say "to change things up this year we are going to have pot luck. Please bring your favorite side dish or dessert." Maybe speak to one or to people you are quite close to and ask them to bring the buns. If you put buns in as an option you could end up with all buns and no sides because they are the easiest to provide. We have potlucks all the time and there always seems to be plenty to go around.

Have fun!

 

[mjkacmom]

Can you text people in a group text? Usually people will chime in on what they are bringing.

 

[barkley]

while I'm generally not a fan of evites this is where using them works really well. you can set one up with a list of what's needed-along with the general quantities. when people get the evite they can both rsvp and sign up for a particular item to bring. once someone's signed up to bring a particular condiment then it's no longer available on the list so they can go on to the buns, or a particular type of salad (I like it when a variety of suggestions are listed-that way you don't end up will 7 of the same type)....

otherwise I like the suggestions above-and I also wouldn't list buns, chips and possibly condiments on a paper invitation otherwise you will get INNUNDATED with them-just ask my neighbor who ended up at a potluck bbq a few years ago w/ over 30 combined bottles of catsup and mustard (we also attended one where there was literally 1 small fruit tray and-I kid you not-25 bags of chips).

 

[anniemae]

We attend a pot luck every summer. The host provides the meats and we all bring everything else. She sends a list of what she needs with the invitation (via e-mail) and people "reply-all" that they are coming and list what they are bringing. Every few days she updates the list of things she needs, deleting the items that people have said they are bringing.

 

[sam_gordon]

How many people/families are you inviting? I agree with having people RSVP with what they're bringing. You just have to keep track so when the third person says they're bring broccoli casserole, you can tell them they need to bring something else.

Or you do this...
http://awkwardfamilyphotos.com/2009/11/26/awkward-family-story-the-thanksgiving-letter/

 

[ronandannette]

I am assuming these are people you know very well given that you do this every year. I would simply say "to change things up this year we are going to have pot luck. Please bring your favorite side dish or dessert." Maybe speak to one or to people you are quite close to and ask them to bring the buns. If you put buns in as an option you could end up with all buns and no sides because they are the easiest to provide. We have potlucks all the time and there always seems to be plenty to go around.

Have fun!

Even though I rarely host potlucks, when an invitation of any kind goes out don't people generally ask "can I bring anything?", even if they're just doing it to be polite? When they do, just tell them what you need. If these are family members, just TALK to them or have them talk to each other about who is bringing what. One thing though - you're going to need to let go of the desire to control everything. If you do end up with 4 jars of mustard and a bunch of bags of chips, that's going to have to be OK - pretty sure that's why it's called a pot"LUCK".

Or you do this...
http://awkwardfamilyphotos.com/2009/11/26/awkward-family-story-the-thanksgiving-letter/

Thanks for posting this again - it's good for a at any time of year!

 

[donac]

My gf used to host a potluck 4th of July every year. Make sure you ask people what they are bringing so you know what to expect. I have never been to a pot luck where there was not a great variety of food. I have never been to one where everyone brought chips or where everyone brought condiments.

Hope it is fun.

 

[The Mystery Machine]

My family likes to host parties and we are quite good at it so our parties are popular. One of the parties we host every year is a July 4th party. We cook out, swim in our pool and have small fireworks in the backyard (we have a large hard surface patio around the pool.) We decorate with bunting, streamers and pinwheels. It's really quite festive. We aren't as financially flush as we used to be though so we're planning to host a potluck party. We'll pay for drinks, paper goods and the grilling meat. We were going to ask guests to bring sides, buns, and dessert.

I'm not looking to debate the etiquette of throwing a potluck party. I know some people won't approve. What I'm looking for is advice.

1. How do I indicate on the invitations that it's potluck? People aren't used to us throwing one so I want to make it clear without being tacky.

2. How do make a list of what we need and how much if our guests don't know in advance how many are coming when they sign up to bring something? We usually buy all of the supplies at the last minute with the exception of the dessert which I usually make.

3. Any other advice for ensuring it goes smoothly?

"Potluck" means just that. You tell everyone to bring a favorite dish and then you enjoy the party. It is a hodge podge of stuff but it is less work to try and organize everyone.

If you need people to bring things then you can ask for volunteers to bring XYZ and to send a text or call you.

Let your guests know what you are providing.

 

[lovesmurfs]

I love potlucks -- it's "pot luck" as to what you get. I never ask people to tell me what they're bringing. I think it's more fun when it's a group event.

I would hesitate to ask people to bring buns, though. I would think that since you're grilling the meat, you know what kind / quantity of buns you need. Also plan on the condiments.

 

[firecracker725]

We attend a pot luck every summer. The host provides the meats and we all bring everything else. She sends a list of what she needs with the invitation (via e-mail) and people "reply-all" that they are coming and list what they are bringing. Every few days she updates the list of things she needs, deleting the items that people have said they are bringing.

PLEASE don't do this. Though effective, it clutters up an inbox like nobody's business. A teacher at my oldest's school organized a party like this, and it was a disaster. So. Many. Emails.

 

[bellebud]

I read on here in another thread, something like "last names A - M please bring a side dish, last names N - Z please bring drinks" or whatever.

 

[ksjayhawks]

4th of July Potluck Party
Time

Meat, drinks, plates and utensils provided
Bring your favorite side dish or dessert (to feed 8-10)
Don't forget your swimsuits, towels, and sunscreen!
RSVP xxxxxxxxx

I would either ask a few close friends/relatives to bring buns and even chips/dip or you will end up with a ton of those as it is easy to grab or just buy those items and provide them. If you decide to provide chips/dips, I would include that in the invite.

If you are providing:
Meat, drinks, chips/dips, plates and utensils provided
Bring your favorite side dish or dessert (to feed 8-10)
Don't forget your swimsuits, towels, and sunscreen!
RSVP xxxxxxxxx

If someone else is bringing:

Meat, drinks, plates and utensils provided
Chips and dips provided by mom
Bring your favorite side dish or dessert (to feed 8-10)
Don't forget your swimsuits, towels, and sunscreen!
RSVP xxxxxxxxx

 

[anniemae]

PLEASE don't do this. Though effective, it clutters up an inbox like nobody's business. A teacher at my oldest's school organized a party like this, and it was a disaster. So. Many. Emails.

I personally like this. It lets me know who is going and what they are brining. I hate when someone sends an invite through e-mail and people don't reply to all.

 

[mbgrace]

Have you used sign up genius (signup genius.com)? You could create one with very general categories (side dish for 8-10, dessert for 8-10, etc) and send out the link with the invitation.

You are hosting the party, so you have pre and post party clean up, and are providing a large portion of the food. I see absolutely nothing wrong with asking for help with the party. These people are your friends and family! Those who matter don't mind bringing something, and those who mind don't matter!!!

 

[scrapquitler]

I love potlucks -- it's "pot luck" as to what you get. I never ask people to tell me what they're bringing. I think it's more fun when it's a group event.

I would hesitate to ask people to bring buns, though. I would think that since you're grilling the meat, you know what kind / quantity of buns you need. Also plan on the condiments.

I agree with this.

Sometimes you end up with 4 potato salads, but that's okay, because most people put their own spin on it, and people like to try different things.

The point is to have fun, so don't stress about it.

 

[mjkacmom]

.We just had a kids potluck party, so it was no big deal, but everyone brought either water, chips, or dessert. One person brought pasta salad. Kids don't eat much anyway, but if there were adults, it would've been a little lacking (and I had SO much left over dessert!!!). Lets face it, it's easy to grab a case of water, a bag of chips, or a box of cookies.

 

[shoney]

Every year my son's soccer team had an end of year party. One family would host, providing the home/pool. The team $$ would buy the hamburger, hotdogs, buns, condiments. Everyone else was asked to bring stuff.

The first year I brought macaroni and pasta salad. People were amazed that I made them! LOL Everyone else brought beer, soda, chips and store bought desserts. Every year after that I always made 2 salads so there were at least some side dishes.

I am hosting about 60 people for a family reunion. I am making all the food, but if someone were to ask...I am telling them snacks, desserts or cooler contributions. So far only my DH's uncle has asked and when I told him, he said he would just send a check to cover him, his adult kids and grandchildren.
I am a control freak when it comes to the main food items, so I rather just make them myself!

I am not sure how to handle your situation. Some people are not so good in the kitchen and buying something or bringing drinks would be a better option! Since you have hosted before, I would provide the basics meat, buns, condiments and paper goods. Tell them what you are providing and let the person make the decision on what to bring.

 

[Rhie]

Lol not sure why anyone would have a problem with this. Its pretty standard where I live. What my friends and I do is coordinate on Facebook. They just post in an event, with exactly what you posted there, and people then comment with what they want to bring. This prevents too much repetition and makes sure everyone knows what is happening. Its also a constantly updating list for the hosts, which is handy. And if they can't or don't want to bring food, they can bring chairs or cups or plates or something like that. Everyone has a great time.