Potluck
Kathleen McHugh

Checklist

•	One year out reserve a venue for the potluck. Must be able to comfortably seat over 100 people, ample space for food service tables, and a podium.

•	Four (4) months out (before March 15 and before September 15). Form a committee (may pass a clipboard at club meeting) and meet with committee (always good idea to provide food) to select a 'theme' for the potluck, suggested activities, ideas, and shared responsibilities.

•	Three months out (by March 15 for April, May, June. By September 15 for October, November, and December) place an announcement in the newsletter. Review past newsletters to view examples of 'short' and 'complete' announcements.

•	One month out send a potluck announcement to all members through club email. Also remain in contact with committee to make sure all is in place. Finally, finalize plans with the venue (tables, microphone, podium, money, rules and requirements).

•	The night of: Arrive by 5 p.m., make sure tables are set up, microphone, podium, greeter’s area.

•	After the club business meeting, call tables to eat.

•	At the end of the event, make sure area is clean.

Example Meeting Minutes
December 5, 2013 Potluck Planning Meeting
November 18, 2013

(Kathleen McHugh, Irene Vega, Sandi Heller, Brad Opstad, Marti Roberts, Gary Havas, Gail Davis, Joan Petersen, Joan Henry, Sylvia Leap, Cil Baughton)

December 5 (Thursday) Potluck responsibilities:

•	Everyone shows up at 5 p.m. Pam Zirion is Greeter

•	Meet members at the door (there will be a table) and collect $4/bottle of wine and mark bottle with sticker. Turn money into the bar at the end of the evening. Be sure to bring some $1 bills for change! Irene Vega

•	Go to storage and get: fabric tablecloths, salt and pepper, serving spoons (must be labeled), masking tape, paper plates and plasticware (we hope NOT to use this), and 24 bowls for popcorn and pretzels. Collect, clean, and return to storage. Gail Davis and Sylvia Leap

•	Cover the tables with tablecloths, organize food (NOT all main together or main at the end of the table. There will be 2 separate food areas. Joan Henry and Sandi Heller

•	Purchase popcorn and/or pretzels and place on each of 12 tables . Brad Opstad

•	Identify/Number tables and call them to eat (send them to 2 separate areas). Joan Petersen

•	Supervise clean up. Cil Baughton and Robin Dery

•	Make 50 copies of songs, bind them, and set on tables. Also, will have to choose songs for all to sing! Joan Henry

•	Explain the cookie exchange (to be done at individual tables) Joan Petersen

•	Provide index cards and pens for food identification. Marti Roberts

•	Call the Elks to see if we can get tablecloths for food tables only. 8 (eight) tablecloths. Cil Baughton

•	This is going to be FUN!

Example Newsletter Article
SLOBC December Potluck
Family Holiday Traditions
Date: Thursday, December 5
Location: San Luis Obispo Elks Lodge, 222 Elks Lane
Time: Socializing begins at 5:30, Dinner at 6 p.m.

The theme is “Family Holiday Traditions” so, decorate your table with your favorite holiday items and bring a traditional family recipe to share. As always, please bring a tablecloth or place mats and your own place setting (including plate, bowl, dessert plate, glass, coffee cup, silverware, napkin).  Kathy Cohon will bring coffee and tea—use your own cups and reduce the trash. Alcohol can be purchased at the bar. There will be a $4 corkage fee if you bring your own wine. WINE ONLY, PLEASE!

Bring your holiday spirit and a dish according to your last name:
A-G	Dessert
H-N	Main Dish 
O-S	Salad, Side Dish, Soup, Stew, or Chili
T-Z	Salad, Side Dish, Soup, Stew, or Chili

Remember to include a list of the ingredients in your dish (or the recipe) and place it on the table near your dish. This really helps people who have any dietary restrictions, such as allergies with gluten, peanuts, dairy, shell fish, lactose intolerance and vegetarians. It is sometimes impossible to tell if any of these ingredients are in a dish just by looking at it. Plus we can share recipes!

Cookie Exchange
The potluck will include a cookie exchange. If you would like to participate, bring one dozen (12) of your favorite home-make cookies and the recipe and we will exchange at our tables.

Plan on an evening of family traditions, great food, and excellent company.
Questions? Contact Kathleen McHugh, Phone: 805 528 6686, Email: elcolejr@gmail.com