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VOL. 3, ISS. 11 | NOVEMBER 2017
Weeks or several days before the event, assign participants a specific dish (and provide a recipe), course (such as dessert) or main ingredient (such as a protein or vegetable). “People like to be told what to bring,” reveals Powers, adding that you should give non-cooks the option of picking up takeout, a pastry from a local bakery or even a few pints of ice cream.
If assigning a specific dish, try gracious language such as: “We’re having an Italian theme, and here’s the recipe for tomato sauce,” Petersen offers. “[That said], be prepared for the fact that most people will not follow it exactly.” The advantage of going the main-ingredient route is that you can ensure a wealth of vegetable dishes, which will help make “vegetarian and vegan guests feel taken care of,” Coyne says.
In terms of assigning responsibilities, “I like the last-name strategy,” Riolo adds. “For instance, A-G bring an appetizer, H-O a main course, P-S dessert and T-Z drinks.” Use an online survey for dish sign-ups, Coyne recommends. Finally, “be clear about the theme and what is being requested of each guest—with clear sign-up instructions,” Weiss counsels.
Whichever route you take, don’t forget the appropriate serving pieces, Petersen says. “Be specific in your invitation to ask guests to also bring a serving spoon or utensil for their dish.
On invitations, specify that special diets will be accommodated, Petersen recommends. Yet add that those with extreme allergies should bring a dish or two that meet their needs. Have lots of labels on hand, designating dishes by title, special diet category (such as “gluten-free” or “vegetarian”) and main ingredients, listing any common allergens (such as nuts or soy), Weiss suggests. Don’t forget to include appropriate fare for senior citizens, who will likely require soft or low-sodium options, and children, who might want plainer food, Petersen adds.
“Remember to check local laws, and make sure that you are not serving to minors,” Riolo advises. “Some friends of mine actually have guests take a breathalyzer test before driving home.” In terms of what to serve, Coyne recommends creating a specialty cocktail that can be served without alcohol; guests can choose their preferred spirit to add. Or hosts can offer two mixed drinks, such as mulled wine and hot apple cider. (The Cloud Catering & Events recipe for the latter is below.)
The experts agree that a buffet-style format, with a separate bar area, makes the most sense. For large events, designate serving tables as “main course,” “dessert” and so forth, Petersen counsels. Be sure that enough power strips and sources are available for multiple slow cookers at hot-food tables, she adds.
When determining how many tables and chairs you will need for guests, do a rough head count. Be sure the venue, such as a community center, has enough furniture to accommodate your group, Petersen says. A mix of folding chairs, picnic or card tables and blankets on the ground can work for more casual outdoor events, Riolo suggests.
Either way, well before the event, “decide if the eating arrangements will be tables for a few (six to 10) or one long larger community-style seating arrangement (11 to 20 to a table),” Petersen adds. She also recommends children’s tables with art and craft supplies to keep the younger set occupied.
Consider the menu, and make sure that guests have access to the right serving pieces, dishes, cups and utensils. “Large community potlucks are notorious for not having all the tools and supplies in place to support guests’ needs,” Petersen says. For instance, if soup is on the menu, be sure to provide ladles and bowls. In case participants forget to bring the right serving utensils for their dishes (which they likely will), have backup pieces on hand.
If your budget allows, consider renting the tableware. Coyne works with trusted vendors, such as Party Rental Ltd. As a bonus, “most vendors will haul away the dirty dishes so you’re not stuck with a large pile at the end of the night,” Weiss says. To recoup the cost, hosts can charge a per-person fee, Riolo suggests.
“If your budget is a little tighter, go with disposable cups, plates and flatware,” Weiss recommends. For a sustainable option, Coyne opts for bamboo, which he describes as “biodegradable and fantastic looking.” Or have guests bring their own dishes and flatware; just be sure to tell them what they’ll need in advance.
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