Choose a date and time
Set a clear location and end time
Decide potluck style (theme, categories, or free-form)
Create a sign-up sheet with dish categories (main, sides, desserts, drinks)
Specify serving size expectations for each category
Ask guests to label dishes with ingredients and allergens
Confirm who is bringing serving utensils, plates, napkins, and cups
Plan for food safety (keep hot foods hot, cold foods cold)
Assign someone to manage a food table and check labels
Collect RSVPs by a deadline
Confirm quantities based on expected attendance
Provide a plan for beverages (bring ice, cups, and lids if needed)
Arrange tables for different categories
Set up a handwashing and sanitizing station
Provide trash bags, recycling bins, and a plan for cleanup
Designate a time for serving and a time for guests to arrive
Send reminders with sign-up details and dish requirements
Prepare a backup plan for missing items (extra staples or substitutions)
Assign cleanup roles (dish collection, trash, wiping tables)
Take a headcount before serving and adjust portions if needed
Keep a list of dietary restrictions and communicate them at serving time