How To Organize A Potluck Picnic

A successful potluck picnic requires planning. This evening barbeque took place at a private yacht club but the same process applies for events at other places too.

The organizer started sending out reminders weeks in advance. The annotated aerial map gives an example of the attention to detail.

Menu
Good times require good food (and a tent in case of rain). To ensure variety, the menu was pre-decided. Attendees where asked to choose what they wanted to bring.

Appetizers

• Potato chips
• Pretzels

Salads

• Potato Salad
• Garden Salad
• Caesar Salad
• Eggplant Salad with Noodles (vegetarian)

Main Course

• Hamburgers (16 + buns)
• Chicken/Turkey Burgers (8 + buns)
• Sausages (12 + buns) 
• Veggie Burgers (8 + buns)

Desserts

• Summer Dessert
• English Trifle
• Cookies
• Ice Cream

Drinks

• Pop
• Water
• Juice 
• Beer
• Wine

Miscellaneous

• Condiments (Ketchup, Relish , Mustard, Pickles)
• BBQ Utensils, Lighter
• Plates/Napkins/Forks/Cups

Speeches
No one's in the mood for long speeches at a picnic (or many other places). This was the final event for the current club executive (and a Toastmasters event).

Organizer
Introductions. Thank the host for arranging use of the private facilities. Invite the current President up to wrap-up the year.

Current President
Thank everyone for the year. Invite the incoming President to welcome everyone to their new role.

Incoming President
Finishes up. Thank the previous executive. Looking forward to a great year. Welcome the new executive.

Fun
After the short speeches, the festivities continued. To preserve memories, photos were taken but no video.

Links

• photos from the actual event (Meetup)
• Sheltering your potluck picnic from a storm (new)

PS What would you add or do differently? There's plenty of room for your comments below