Are you thinking of planning a Potluck Reception?

 

After listening to a friend’s young adult daughters describe the catastrophe that occurred at their church when one of the congregants held a pot-luck reception,  I knew this was a topic I wanted to introduce here.

But, first I wanted more information about brides’ experiences with their potluck receptions. 

What was the first issue I discovered while researching online?

An inquiry by a bride asking….”Is it tacky to ask your guests to bring food for your reception”? 

 The following results, which I have categorized, are all actual responses to that question and might surprise you!

A Potluck

Is The Budget A Significant Consideration in Planning a Potluck?

“I am on a budget because I am not working much and the potluck ideas sound fun and inexpensive.”

“A potluck is economical and eco-friendly. It adds a sentimental, personal touch.”

“When I have told a few people what we are planning, people raved and even said they wished they had done that instead of paying thousands of dollars for one night.”

Are You Part of a Large Family or Community?

“Some people have huge families and (like mine) they will throw a hissy fit if every single great aunt and second cousin is not invited.”

Are you part of a congregation, or special interest group, where the tradition is to invite all members to participate in significant events?

Additional categories and observations regarding Potluck Receptions continue later in the post. 

But first, let’s explore more about the actual process to determine if a Potluck is an option for you.

PLANNING A  POTLUCK –

“How to get by with a little help from your friends”

 When you are attempting something new you can never have too much information.

  • What is included here is based on my first-hand experience helping my clients plan how much food they needed, which was determined by their guest count. 
  • I also frequently helped on the day of the event and know that what occurs behind the scene is the key to having a stress-free reception.
  • This information can help you manage the initial planning process, the food dropoff, and the kitchen organization; all of which contribute to helping make the event stress-free. 
  • More information for other parts of the reception planning and set-up is included in additional blog posts.  A description and links to these other posts follows shortly.
planning a potluck

Here are some things to start thinking about when planning a potluck.  We will be examining them in more detail in just a moment.

1… HOW MUCH CONTROL DO YOU WANT TO HAVE?

2…ARE YOU PROVIDING THE ENTREE?

3…WHO IS GOING TO BE THE PRIMARY ORGANIZER FOR PLANNING THE POTLUCK?

4…ARE YOU GOING TO REQUEST THAT GUESTS PROVIDE A SPECIFIC TYPE OF FOOD, OR BE SURPRISED?

5…WHO ARE YOU GOING TO ASK TO PARTICIPATE AND HOW?

6…WHAT ARE YOU GOING TO INCLUDE IN THE INVITATIONS TO THOSE GUESTS YOU HOPE WILL PARTICIPATE?

7…WHAT IS THE W-H-W WHEN YOU PLAN A POTLUCK? 

8…HOW TO ENSURE YOU HAVE AN ADEQUATE AMOUNT OF FOOD.

9…SOME GENERAL GUIDELINES FOR PLANNING A POTLUCK RECEPTION

10…WHY NOT JUST HAVE EVERYTHING JUST PLACED ON THE BUFFET AS IT IS BROUGHT IN? 

11…GETTING ORGANIZED AND AVOIDING THE CHAOS!

12…WHAT IS THE BACK-UP BOX & THE BACK-UP PLAN?

13…THE POTLUCK ON THE  DAY OF THE WEDDING

14…SETTING UP THE BUFFET

15…Which Printable Forms Available in The Planning Guide Will Be Useful?

 

There are many similar aspects to planning a self-catered wedding and a Pot Luck reception. 

I have included information and tools shared with my clients are they planned receptions for 25 to 300 guests, without hiring a caterer, in nine other core content blog posts.

Many of the tools included in my other blog posts will be helpful with the planning for a Potluck Reception.

Everything might not be relevant, but you can pick and choose what might be helpful to you.

A potluck is quite manageable as long as there is preparation and organization.

The descriptions and links to the other nine categories:

1___  An overview of the numerous aspects of planning a wedding reception.  

2___ Includes resources for finding a venue that will allow you to bring in food, how much room you will need, what to look for at the venue, and other aspects of renting a venue.

3___ Focuses on the Food and Drinks.  There is lots of useful information here including determining what type of food you want to include (even if someone else is preparing it) and how much food you will need, depending on the guest count.

4___ Concentrates on comparing the different aspects, mainly esthetics and cost, between using rental items or disposables.  Something you might need to decide, even if you are not cooking.

6___  Is specific to planning for the food preparation.  If you are considering preparing any part of the food you will find this section useful.

7 ___ Includes helpful information for setting up the room to accommodate the different activities that will occur.  Where should the buffet be placed?  What is important to consider when deciding where to place the cake table? etc.

8 ___ Tips for setting up the buffet.  This section will not be as relevant for a pot luck buffet.  Planning for a potluck will require a different scenario, which is included in this post.

9___ Deals with the additional areas of planning for the day of the event to ensure a stress-free and relaxed event.

10___  Clean Up and Getting Out the Door on Time.  This is actually a very important section if you are renting a venue and want your deposit returned.

Potluck Reception

The upside for Planning a Potluck Reception is that your food costs will be reduced.

How much depends on whether you decide to provide the entree, or have various guests bring entree casseroles.  The responses in the research show that both are popular options.

Another consideration, have people contribute beverages instead of food.

Or, even disposable dishes, silverware, and glasses.

 As so many brides pointed out….there are no rules.  This is about a special day for you and your husband-to-be.  And friends and family seem to love to participate to help make it happen.

WHERE TO BEGIN

PLANNING

A POTLUCK RECEPTION?

Once you decide that you want to have a potluck reception we return to those questions that you were asked to think about previously.  Now it is decision time.

1 –  HOW MUCH CONTROL DO YOU WANT TO HAVE?

  • Tight control would include using the majority of the tools you will find here.  Tracking which guests are bringing what type of dish, having a kitchen map with designated areas for the food, etc.
  • Loose control would entail only using some of the tools.  For example, you might not track which guests are bringing what type of foods.  But you will have an idea of how many people are contributing food.    The downside of this is the possibility that you won’t have enough food for all the guests.  Which does not contribute to a stress-free reception!

 

 

 

2…ARE YOU PROVIDING THE ENTREE?

This is one way to ensure that you have enough of the main course(s).  Do you have a family member that loves to BBQ or smoke meats?  Providing the entree was the decision of many, but not all brides.  Some chose to provide all the beer, wine, and liquor.  You get to choose what works best for you!

 

A Potluck Reception

Here is a recipe that many of my clients served and their guests loved.  It includes a presliced bone-in ham and 4 inexpensive ingredients that take just a few minutes to combine into a fantastic sauce.

A Potluck Recepton

Ham with Cola Lime Sauce 

 1.  The sauce takes minimal time to prepare, the spiral sliced ham can be cut off the bone ahead of time and placed in baggies, or that step can be done on-site.

2.  Add the sauce and heat in the chafing dish.  A quick, easy, and economical option.

3.  There is a total of  5 ingredients.

The guests love this sauce; the citrus cuts the sweetness of the brown sugar and Coca-Cola, while the jalapenos give just a hint of heat which can easily be adjusted.

A Potluck Reception

Another option when planning a Potluck

If you want to provide the main menu item, but don’t want to cook, consider ordering large portions of your favorite entree(s) from a locale restaurant.

Many restaurants now sell large pans of entrees at a reasonable price.  And since your guests are bringing all the side dishes you won’t need to order anything else.

 

You can also select categories of food for guests to contribute when planning a potluck.

Many guests will have a favorite that they will want to share.  However, this will be helpful if guests want to participate and ask what is needed.

Suggested categories are:

  • An entrée casserole
  • Appetizers, Salads, Meat & Cheese Tray, Crudités with Dip, Relish Tray
  • Cheese and Fruit Tray, Rice or Potato Casseroles, Vegetable Casserole,  Fruit, Bread, Soft Drinks
  • Water (always serve water!)
  • Ice

3…WHO IS GOING TO BE THE PRIMARY ORGANIZER FOR PLANNING THE POTLUCK?

Yourself or a friend?   And then, who is going to oversee the kitchen, setting up the room and the buffet on the day of the reception?

It will be helpful if this is determined before the invitations are mailed; you will see why shortly.  If you don’t want to ask a friend to oversee the kitchen on the big day, suggestions for finding additional help is included in Part 1  (Where to Find That Someone?)  All the organizational tools are available to ensure that, no matter who is in the kitchen, everything will proceed smoothly.

4…ARE YOU GOING TO REQUEST THAT GUESTS PROVIDE A SPECIFIC TYPE OF FOOD, OR BE SURPRISED?

If you were organizing a potluck for 8 to 10 guests it would make sense to assign different dishes for each guest to bring.

However, with a larger guest list, you will need multiple guests bringing similar types of foods.  And the reality is that it doesn’t really matter what they bring, just that there is enough food to feed everyone.

But, to ensure that you don’t worry about how much food is going to appear in the kitchen I have devised some worksheets for tracking that very thing.  But first….back to the invitations…we have to get your guests invited before we can start organizing anything.

5…WHO ARE YOU GOING TO ASK TO PARTICIPATE AND HOW?

By using the invitation as a means of communicating, you can also control who receives the request.  For example, you might not include the out-of-town guests, work acquaintances, etc.

6…WHAT ARE YOU GOING TO INCLUDE IN THE INVITATIONS TO THOSE GUESTS YOU HOPE WILL PARTICIPATE?

You could write something similar to this.

We are so excited to have you join us as we celebrate becoming husband and wife.

It is important to us that our friends participate in the occasion and we would like to invite you to help us provide a personal experience for all our guests.  We have decided the best way for as many friends as possible to be involved is to have a potluck buffet.  We hope you will prepare one of your favorite dishes and bring it to share.  This is optional of course.

If you do participate we consider this is a treasured wedding gift from you.  (no other gift please) 

The information on the note should include:

A)  The type of meal that will be served at the reception.

Ex:  Brunch, Luncheon, Appetizers and Finger Foods, or Dinner

B)  A name, email address, and/or phone number for the person who will be handling the Coordinator(s) duties.  Include a request that the guest contacts the coordinator for more details, as soon as possible, if they would like to contribute a dish.

  • Do not request that they fill out and return a form – it is difficult enough to get guests to RSVP for the reception itself.
  • When guests contact the coordinator the relevant information can be exchanged.  If you are providing the entree it will be helpful for the guest to be given that information.
  • They will either have a favorite dish they would like to contribute or will volunteer to fill in for any type of food that is needed.

Another thought….provide them with some inspiration such as a theme.

Want some ideas?  Although this is an online subscription site where, for a fee, you can “automate” tracking what the guests are bringing.  But, there are numerous suggestions for food themes that are free.

Some guests will want to bring their favorite dish.  But others might benefit from some suggestions such as these ideas posted on www.tablespoon.com

There are also numerous recipes in my free ebook!

7…WHAT IS THE W-H-W WHEN YOU PLAN A POTLUCK? 

 

A Potluck Reception

This is why it is so important to have a coordinator from the beginning when planning a Potluck Reception.

The most important job of the person coordinating the planning phase will be determining how much food will be needed,  based on your guest count.  Plus, tracking what types of dishes are already committed will be helpful when someone asks “What do you need me to bring?”  The coordinator can just look at the form to determine what is needed to round out the menu.  There are also follow-up flags to confirm all the pledges as the big day approaches.

8…HOW TO ENSURE YOU HAVE AN ADEQUATE AMOUNT OF FOOD.

I have created several worksheets to help you determine the quantities of food you will need which are available in The Planning Guide.  There are too many worksheets to list here, but the following will be very helpful. .

  1. Type of Meal, Number of Guests – Recommended Menu Selections
  2. Menu Item Options by Guest Count   Brunch   Lunch   Dinner   Appetizers
  3. Recipe Selection Worksheet Using the Menu Selection Table
  4. Adjusting Food Quantities (using the number of recipes and the guest count to determine how much food to prepare)
  5. Food Requirements Determined by Weight
  6. Determining Food Requirements by Number of Servings

9…SOME GENERAL GUIDELINES FOR PLANNING A POTLUCK RECEPTION

Guests can volunteer to provide the number of servings their recipe makes; if they ask how much is needed we recommend using any multiple of 8 if that feels comfortable to them.

Three weeks prior to the wedding an email or phone call reminder should be sent to each person bringing a dish. Include the information that more specific details will be sent the following week.  (Those will be explained below)

Between the 3rd and 2nd week before the event, the coordinator should decide how many people will be needed to receive the food arriving at the site; which will be determined by how many guests are bringing food

The Most Important Factor at This Point – will the ceremony and reception take place at the same location or different locations? The difference between the two will affect the timing between when the food is dropped off and when the buffet service begins; the number of people doing preparation will need to be adjusted accordingly.

A Few Scenarios To Illustrate This Point

Picture this:

The wedding took place with 86 guests in a church and the reception is being held at the Elks Lodge a short distance away.  There is one “coordinator” in the kitchen talking to the first arrival.

  • People are arriving right behind her, but the bride and groom are about to arrive and those people all want to see the happy couple make their “entrance”.  So they just set their dishes on the counter and leave.
  • These covered dishes, containing an array of foods, are scattered all over the kitchen.
  • First, dishes containing the different categories of foods (appetizers, salads, sides, entree casseroles, bread,) need to be located and placed on the buffet so the service can begin.
  • The food on the buffet will probably need to be replenished fairly soon after the first set-up, so back-ups for the categories mentioned above need to be found, which will take time and could slow down the service.
  • Help!!!!

How could this have been avoided?

The kitchen should be organized with a coordinator assigned to oversee each group of 2 to 3 types of dishes, depending on how much food is involved.  Ex; one person would oversee the entrees, hot side dishes, and bread.

Another would take care of all the cold dishes.  If a large number of dishes are involved, the category distribution would be decreased for each person and distributed over additional helpers.

If that is not possible, create a map with the location where each type of food should be placed in the kitchen when it is dropped off.  Email this map to each person bringing food.  Also, post the map on the doors leading into the kitchen.

The coordinators will be responsible for arranging their assigned foods on the buffet, organizing the backup in the kitchen, and replacing empty dishes on the buffet as needed. Smooth……

Empty dishes can be organized by color on the counter for pick up at the end of the evening.  Have empty grocery or small to medium garbage bags to place the dirty dished in for transport.

Here is the 2nd scenario; it is a true story

  • Aunt Maude has committed to bringing her famous Caesar salad.
  • There are over 300 guests, Aunt Maude owns a restaurant and even does some catering; which leads to some very erroneous assumptions being made.
  • She walks in with a single bag of Caesar salad greens and one bottle of her famous salad dressing.
  • Had there been no plan for food coordinators being on hand, she would have put down her grocery bag and exited. And shortly after the buffet began; no more Caesar salad.
  • But, the person responsible for the salads knew when she saw one bag of salad greens (instead of 15) that the backup plan needed to go into action.

Oh yes!! There is always a back-up plan, but more about that later.

The third scenario…another true story:

  • A bride & groom invited the entire congregation of their church to attend both the wedding ceremony and the potluck reception which followed in the church’s large social hall.
  • It was the first potluck at the church with so many participants but, there was no organization ….at all.
  • Guests simply dropped off their potluck contributions on their way into the sanctuary for the ceremony.
  • After the ceremony, the guests, the bride and groom, their families, and the wedding party walked into the social hall to see the guest tables set up, but the tables set up for the buffet were bare.
  • Meanwhile, in the kitchen, the counters were covered with foil-wrapped bowls and casseroles, covered disposable aluminum pans with mystery contents, and a few crockpots scattered here and there.
  • A few ladies started tearing the foil off the various containers, then searching the kitchen drawers for serving spoons and forks; finally getting enough food on the buffet so that guests could start serving themselves.

 

You can imagine all the details that the bride was dealing with planning for the wedding.  And, since she had never previously been involved in this type of function, she had no idea of would happen in the kitchen, or how to prevent the chaos.

10…WHY NOT JUST HAVE EVERYTHING PLACED ON THE BUFFET AS IT IS BROUGHT IN?

 

 

A Potluck Reception Crockpots

Imagine

These crockpots were dropped off for a potluck reception.  They contained numerous entree casseroles, plus Spanish rice, scalloped potatoes, green beans, corn pudding, and baked beans; not organized in any particular order.

You are standing there with an empty plate in your hand, and 30 people in line behind you (yes…there is a way to avoid long buffet lines in Part 9) and you are trying to decide what you want to put on your plate because you sure can’t take a little of everything.

Plus, there could also be salads, meat platters, fruit bowls, cheese platters,  plus chips or crudites, and dip that you want to taste further down the table.

Decisions, decisions, decisions……

 

Having a manageable-sized buffet table with a limited number of dishes for each food category available at one time ensures that the food service will proceed at a reasonable speed.  If you have created a reception timeline due to the need to stay on schedule this will be crucial.  And if you have more than 50 guests you might need to set up multiple serving lines to serve everyone in the allotted time frame.  Having a plan to manage the kitchen organization and food placement will ensure that the food service will proceed flawlessly.

11…GETTING ORGANIZED AND AVOIDING THE CHAOS!

Jump to three weeks prior to the ceremony.  It is time to fine-tune some of the details.

By this time prior to the wedding, you should have a fairly accurate idea of how much food is being provided by the guests.

A.  Use the Menu Planning charts to verify that the necessary quantities of food will be available.

If there is not enough of one of the categories of food, determine how the gap will be filled.

There are numerous options, not necessarily listed in order of preference:

  1. Ask a friend to provide the additional item or quantity needed.
  2. Contact a person(s) who has committed to making a dish and ask if the quantity can be increased.
  3. Provide the dish yourself.
  4. Order the food from a restaurant that offers multi-serving take out service (more and more mainstream restaurants are offering this service).
  5. Substitute a similar item using prepared food picked up from Costco, Sam’s Club, etc.

The one thing to keep in mind about the food, in general, is that not everyone is going to eat a portion of everything.   Consequently, you have some leeway; if you a little more of this and a little less of that it will work just fine. The important issue is that you have enough food overall.

B.  Plan on Providing the Following Items.

1)  Multiple serving utensils for every food category. Review your list and multiply the number of categories by 3 or 4 (you will probably have multiple dishes for each category on the buffet on one time).  See below for an example of the worksheet for this.

2)  Backup serving trays and bowls – because some of the food (cut up veggies, fruit, chips, and dip, etc.) could arrive in baggies.

3)  Ice chests filled with ice if you don’t have adequate refrigerator space for those items which should be kept cold until the serving time if they are dropped off prior to the ceremony.      Especially salads with mayonnaise, fresh vegetables (request that they are brought in baggies so they fit in the ice chests or the refrigerator, and allow time to arrange on the platters – or invite the person bringing them to return after the ceremony to arrange them.☺

4)  Plastic grocery bags to carry the non-disposable serving dishes home.

5)  Zip Lock Baggies – for any leftover food.

Participating guests have been in contact with the person who is coordinating the W-H-W and the time of the event is rapidly approaching.

C.  A phone or email confirmation is sent to each participating guest 2 weeks prior to the event.

Include the following information:

1) Where the food should be delivered and the name of the person they should connect with at the site.

2) Include instructions to mark any non-disposable dishes with a name and phone number.  The guests should pick-up the empty dishes before leaving the reception.  But, sometimes they have had such a good time that they forget………

3) Suggested methods to keep food hot or cold will be appreciated by participants and is described in my free e-book.

Don’t have it yet? Included are some great recipes that you might want to consider if you are providing the entrée.  Also,  there are recipes for side dishes; modified for 24 servings, in case volunteers are looking for suggestions.

There is additional information that can help you with planning the other elements of the reception.

 

Planning a Potluck

 

 

4)  If hot food arrives hot it will shorten and simplify the preparation process.  If the dish cannot be maintained at serving temperature, request that any reheating instructions be written on a small piece of paper and taped to the top of the container.  But, there could be limited time to accomplish this task so participants should be encouraged to arrive with food ready to serve.

5) Also include the fact that non-disposable containers will be arranged by color on the kitchen counters for pick-up at the end of the event.

D.  Phone or email the final reminder 1 week prior to the event.

If emailing, include a request that guests send a return email confirming that they are bringing their dish to the function. If phoning, the purpose of the call is confirmation.

 

Note: It is amazing how many people assume that the bride or groom’s families just “know” that they will be there and therefore don’t bother responding to RSVP requests. Fortunately, guests who commit to bringing food seem to be a little more willing to communicate; the responses should be fairly accurate. But, having a confirmed list of food providers is one of the biggest stress reducers possible!

A Potluck Reception

12…WHAT IS THE BACK-UP BOX & THE BACK-UP PLAN?

Remember Aunt Maude’s 1 bag of salad?

On the day of the function, mishaps can occur….someone doesn’t show up with their dish, or not as much as they committed to making. The ice is low and the reception still has a few hours to go. People are drinking water but not the punch.

Solution:

  • I have created a list of items that will probably need to be brought from home if you are renting a venue.  A printable version is available in The Planning Guide.
  • It is referred to as the “BackUp Box” because it is suggested that you assemble everything in a medium plastic tub with a lid.
  • The Back-Up Plan –  Include an envelope with $50.00 cash in the Back-Up Box.  Whatever the glitch – send someone to the store to purchase items needed; you will have enough unique dishes that no one will notice if you put out a dish or two straight from the grocery store deli.  Getting low on ice or water….off to the corner mini-market.

THE BACKUP BOX CONTENTS

If you are in a rented facility the kitchen will probably be bare.    This list includes everything that might be needed for a self-catered wedding.  A pot-luck reception will require many of these items, but those necessary for food prep or service can be omitted.

Planning a Potluck

13…THE POTLUCK ON THE  DAY OF THE WEDDING

Organization is the key to the function running smoothly.

THE KITCHEN

Allow yourself or the designated person as much time as possible to put everything together.

Hopefully, the previous communication with the guests providing food will ensure that at least some of the dishes arrive ready to be placed on the buffet.

  1. However, you must allow time to prepare or arrange those that are not. Also, some items might need to be reheated.
  2. If the wedding ceremony and reception take place at the same location, people will be dropping off food prior to the ceremony. Post a master list of the food categories that will be served with the contact name by the door(s) leading into the kitchen.
  3. Contact Information Example

    Category of Food Contact Name
    APPETIZERS  (COLD)
    APPETIZERS (HEATED)
    BREAD
    FRUIT TRAYS
    ICE
    MEAT &/OR CHEESE TRAYS
    POTATOES, RICE, ETC.
    RELISH TRAY
    SALADS
    SODA / WATER
    VEGETABLE TRAYS  (COLD)
    VEGETABLES (HOT)
  4. Draw up a map of the kitchen

    Indicate the holding area for each category of food, and display it prominently where anyone walking into the kitchen will see it.  Include instructions that if the contact person is not available the food can be placed in the appropriate area. Being organized at this point will lessen confusion later.

Having one or two people able to work during the wedding ceremony is highly recommended.

  • The Buffet table(s) will need to be set-up and covered with linens.
  • Hot entrees might need to be heated during this time, any chafing dishes set up, etc.’
  • Table(s) for the beverage service needs to be set up with glasses, ice, etc.
  • Beverages will need to be placed in containers with ice to chill close to the beverage tables.
  • If possible, the initial food service should be placed on the buffet shortly before the guests arrive.

A printable detailed 80 line-item Reception Task List is included with

The Planning Guide.

It includes every step from setting up the guest tables to putting away the broom at the end of the evening.   And, it will give you an excellent snapshot of every task necessary before, during, and after the reception.

You might want to preview it and draw a line through any items that are not relevant to the Potluck.  It is organized in sequential order; just print out a copy place, put it on a clipboard and send it with all the other items be placed in the kitchen.  It will allow anyone helping in the kitchen to tell at a glance what needs to be done next.

14…SETTING UP THE BUFFET

Here is the suggested order for the various items that seem to work well on a buffet.  It is similar to the order that a formal dinner would be served with the possibility of additional variety.

  • Dinner Plates
  • Appetizers/Wraps
  • Cheese Trays
  • Salads
  • Crudites  or Chips and Dip
  • Fruit
  • Meat Trays
  • Hot Potatoes/Rice
  • Hot Vegetables
  • Entree(s)
  • Rolls /  Butter
  • Silverware

The number of guests and the amount of time you have allocated for the foodservice will determine how many serving lines need to be set up. 

Here is an example of a set-up where guests are serving themselves from both sides of the table.  This particular set-up for a self-catered wedding would include large serving pieces holding substantial quantities of food.  A potluck setup would probably need to accommodate smaller bowls and platters, which might not be accessible from both sides of the tables.  Consequently, dishes of food would have to be set up for each side.

Planning a Potluck

15…IT’S ALL OVER, EXCEPT CLEANING UP

Yes, there is a fairly fast and organized way to get everything packed up, put away, and cleaned up at the end of the evening.   It involves some helpers who work in teams to handle specific tasks.  This concept evolved as a necessary means to help my clients vacate a clean venue, in the time specified in their contract, with their deposit in hand.   Another valuable tool included in The Planning Guide.

A Potluck

The following are examples of some of the forms and how, or why, they are helpful.

A Potluck Reception

The Reception Schedule will determine how much time you will have to serve your guests.

 

Depending on your guest count, it might be necessary to have two to four buffet lines in order to get everyone served in the allotted time frame.

If possible, food should be brought to the venue ready to serve.  All dishes should have the name of the participant in tape on the bottom.  You will need to provide the serving utensils and possibly some serving dishes.

Plan on having plastic grocery or small to medium-sized garbage bags on hand that guests can put the dirty dishes in for transporting home.

This form will be helpful in determining how many of each type of serving utensil will be needed.

Planning a Potluck

16…Which Additional Printable Forms Available in The Planning Guide Will Be Useful for a Potluck?

And, the price for the Planning Guide, which includes the 18 printable and interactive forms is only $2.99!

  1. How to Determine the Reception Schedule
  2. A Reception Schedule Worksheet
  3. Organizing The Pot- Luck Reception
  4. The Pot Luck Organizer/Food Kitchen Form
  5. A Kitchen Map for The Pot Luck
  6. Room Set-Up Guidelines
  7. Buffet Set-up & Layout Diagrams
  8. The Clean-Up
  9. Kitchen Task List for the Reception

 

Because the friends and family of the bridal party want to see the ceremony, asking a friend of a friend is sometimes the best solution. Perhaps a good friend of one of the organizers who doesn’t know the bride’s or groom’s family would be willing to help for a few hours.

You will have your kitchen map drawn, the buffet setup is laid out and you know exactly which dishes need to be preheated or arranged on platters, etc., and you have set up a task list. Everything Is Organized. It will be easy for someone who knows their way around a kitchen to step in and help out.

MISC

Desserts:

Sometimes desserts will appear in the kitchen – we have yet to figure that one out. Perhaps someone doesn’t like a wedding cake, or they want to show off their special recipe for a trifle. When everyone has had the opportunity to visit the buffet for seconds, remove the serving dishes and then set aside one end of the buffet table to set out any additional desserts. Include small serving plates, napkins, and utensils. Any left-over fruit salad from the buffet can also be placed in this area.

 

And Finally……The Rest of The Potluck Reception Survey

Do Your Family and Friends Want to Participate?

“The family gets more involved and you get to try new things. I can’t tell you how many recipes our grandparents swapped.”

“Your family and friends are going to be with you on that day to celebrate your union and will be happy to help you in any way they can, and food is the easiest thing they could bring.”

“It’s all about the couple and the fact that two families are connecting, after all.”

“Many of our friends are wonderful cooks and in our invitation, we stated that in lieu of gifts, please bring your favorite dish and the recipe written on a 5×7 card so we can have them all. We also are providing beer, wine, and desserts.”

Traditions

“In the south, it’s not that uncommon to have potluck weddings. We already have potluck church lunches so why not? In fact, it used to be way more common for the whole family to get together and provide the food for a wedding. Catering is an extremely modern invention. So technically, potluck weddings are the most “traditional” way to do a wedding, especially if you both come from close-knit families.”

“Traditional weddings are becoming too much about “look at me and how much money I spent” and not about the joining of two people and their families as it should be.”

General Observations

“People need to get over the idea that you need to drop thousands of dollars on a big fancy day to prove you love each other. You have the rest of your lives to prove your love–buy a home with the money instead. Maybe if people cared about marriage more than the wedding, there’d be less divorce.”

What You Want Your Guests To Experience

“People don’t realize that potluck dinners are about so much more than eating. I also believe that potluck receptions are a great way to show loved one’s respect. You are telling them that you would rather have a meal prepared by them over a “professional” for your special day.”

“I have been to a potluck wedding and it was quite lovely. It was not tacky and not inappropriate. The bride and groom set the tone of the wedding. I would rather have many people together celebrating and sharing food they brought to be part of a community”

Guest Experiences’ You Don’t Want to Repeat

“The past three weddings that I’ve been to have only had punch, cake, and a couple of nibbles.  I was starving, thirsty, and cranky by the end of all of them.”

“I have been to dozens of weddings as a guest or attendee and I am sorry, the receptions are often horribly lacking in the food category- often overpriced puffery because somebody labeled the reception a “Wedding Reception”. $60 plates for overcooked shoe leather, a pouf of cheap iceberg salad and a lump of peanuts followed by sugary rubber cake?  No thank you. All for the sake of opulence? HA HA HA …. “

“Gifts and registries can be so stuffy and put a price on the gifts, and that is far tackier than a potluck could ever be”.

This is What Brides Said About Their Own Potluck Reception

“We had a potluck reception and it was a blast!!” “It may be tacky to some but I think it was a reasonable way to plan a wedding.”

“Quite frankly, you’re there as a guest to celebrate two people beginning their lives together. If you’re at a wedding for free food or alcohol, then you shouldn’t be there.”

“The wedding is not for you, it’s for me. I am merely inviting you to celebrate with me. And personally (along with roughly about 97% of the population), I think catered food tastes like garbage, and nothing makes me happier than home-cooked meals. If you think it is “tacky” for me to have a meal that brings my family/friends together then you can leave your opinions and yourself at home.”

“We are having a potluck reception for my upcoming wedding in August. Everyone I’ve talked to about it raves about the idea.”   We will be donating any significant leftover food to a homeless shelter in our city. I wouldn’t call that tacky. Tactful, maybe.

“We are a very laid back couple and love a traditional family-style cookout with family and closes friends.”

potluck reception

I know this is a lot of information to absorb at once.  But, the planning process is going to take place over a period of time.

And when the big day comes everything will be in place for your wonderful stress-free potluck reception.

Have a question?  Please include it in the comment section below.