Guide for Local Vegetarian Groups

Guidelines for Potluck Supervisors

How to have a successful food event

Building arrangements

If potluck is held at a public place, make arrangements to obtain key in advance and clarify instructions for lights, heat/air conditioning, clean-up responsibility, locking-up procedures, key return. Ask when room rental payment is expected; if advance deposit or full advance payment is required, obtain from treasurer. Be sure there are enough tables, chairs, and that there is a small table for sign-in. If held in a home, confirm event with the host(s) a few days ahead and ask them if there's anything they need.

Be there early

Arrive at least a half hour before time set to begin; i.e., if "gather at 4:30," be there by 4:00.

Help people find you

Bring (or plan to make on site) identifying signs to direct people to right door, room, etc. Be sure to put sign outside entrance to building, as well as other directional signs inside building as necessary. If potluck held in a home, put sign in window, yard, by mailbox, or whatever.

Registration table

Bring nametags, container to hold donations and a few bills for change (if donation or admission fee is being requested from those attending), sign-up sheet for non-members to receive next newsletter, pens. Put table near entrance and be watchful that people do not slip by without paying. Greet warmly all who arrive and try to introduce first-timers to someone they can talk to. Perhaps ask an old-timer to help you with this. Be sure that the speaker for the evening or other special guest is taken under someone's wing.

Literature and merchandise

Make sure there are membership forms and other free literature available. If merchandise will be sold, confirm that someone is bringing it and has supplies (cash box with change, tax table, scratch paper, pens, etc.). Make sure table is staffed at all times, and that money box is secure. (You may wish to establish a position of "merchandise manager" to order merchandise, fill any mail orders, bring merchandise and sell it at all events.)

Weather protection

If outdoor event, be sure there is plastic cover for merchandise table in case of rain, and rocks to hold literature in wind.

Serving the food

If no plates, utensils, cups, and napkins available, make sure someone will bring them. If there is a system for marking dishes as lacto, vegan, etc., see that it is done as people bring dishes in. Appoint a kitchen person to supervise the placing of dishes on the serving table(s) and checking that each dish has a proper serving utensil.

All dishes must be vegetarian, and any announcements of the potluck (in flyers, your newsletter, etc.) should specify "no meat, fish, or fowl" to avoid any misunderstanding. If someone does bring a dish with meat in it, it must be removed from the serving area, but with the absolute minimum of embarrassment to the person who brought it.

Take charge of the event

Start event on time. Call to order, have a few minutes for announcements, then invite people to line up. If there is an order to be followed (e.g., by the number on their nametags), explain procedure. Will desserts be out when main line goes through or held back and served later? Make sure your kitchen person is clear on how you want it done. If people arrive after you have sat down to eat, rise and register them (or delegate this task).

When most persons have finished eating, call to order again, give them five minutes or so to finish, then proceed with program. If there is a speaker, decide beforehand who will introduce him or her, and clarify facts for an accurate and complimentary introd}ction. At end of event, thank people for coming and remind them of next group event.

After the event

Make sure clean-up is complete, that lights are out, heat turned down, etc. Stay till everyone is gone. See that key is returned. If rented facility, tell treasurer amount of payment due and where to send it. If event held in a home, write thank-you note within a week to the host(s).

| Articles | Books | Global Directory | Members | News | Phrases | Recipes | Events | Search |


Maintained by Judy Miner jwminer@accessvt.com