"Dave Hill" > wrote in message
...
> I need some help with party planning.
>
> 1. Should I post an "open" invitation
> at the bank or the grocery store or something? Lots of people do that.
But
> we'd still like to know how many are going to show up. Can you post an
> "open" invitation with an RSVP number to call??
>
You can do what every you please but most people don't bother to RSVP
unless they are attending a White House function -- sad but true. Since it
is a pot-luck it doesn't much matter as the food will be proportional to the
number of people who come. I would think that posting a general invitation
would reduce the number of RSVPs to near zero as no one will fell that
he/she has been officially invited.


> 2. A lot of the guests would be coming from out-of-town. It obviously
> isn't feasible that they bring a casserole or whatever--- I mean, what
would
> you do, drive 100 miles with a steaming casserole dish in your lap? How
> would you handle something like that?


One hundred miles is only about 90 to 120 minutes by car depending on
traffic and the type of roads used. Many items (cakes, pies, cookies,
bread, raw veggies, fruit, etc.) can be transported at room temperature.
Frankly, if you are having 100+ people, would you want them to all bring
things and then say: "I need you to put this in the oven at 375F for 18
minutes and then reduce the temperature to 325F and bake for an additional
12 minutes?" I would encourage everyone to bring food that could be served
at room temperature.


>
> 3. My sister has proposed that we supply the meat. Do people have
dinners
> like that, potluck things where all the brought-in items are salads and
side
> dishes and desserts? How would you say that on the invitation? And what
is
> an inexpensive way to go about this?


Yes, this is quite common to have someone supply the entree(s) and have
others supply the side dishes and desserts. One reason is listed above --
it can cause a logistical problem to have everyone arrive with things that
need to be heated or have 27 people looking for places to plug in crock
pots. Communicating is simple: "Please come to our pot luck birthday
party. We will supply the ham and turkey. Please bring a side dish, salad,
or dessert to share." To make things economical, you have to select less
expensive cuts of meat -- turkey, ground beef, pork loin and so on. You may
be able to get your grocer to discount the food if you buy in quantity and
explain that it is a quasi community event. Warehouse clubs can also be a
good source for discounts. Don't forget the glasses, plates, flatware,
tablecloths, napkins, decorations, coffee, tea, soda, water, bread/rolls,
butter, salt and pepper, condiments, ice, .... What about music and a PA
system? Will there be a huge birthday cake? Will someone be assigned to
take pictures?


>
> 4. What about alcohol? The party will be at the local community center
> near where my parents live, and alcohol is permitted to be served there.
> But how do you actually handle the logistics of it? I mean, should we
> supply beer or---??? And what about cocktail-type drinks? See, I told
you
> I'm a newbie.
>

Alcohol can add a big expense, logistical problems, and perhaps some
liability. You will have to assign someone to serve the alcohol as you will
be liable if minors consume alcohol at the even. Nothing sucks down the
cash like having an open, self-serve bar at a big event. Frankly, I would
either limit the alcohol to beer, or red and white wine. You can contact a
distributor or party store for the beer and wine. If you decide to sell the
beer (which would be tacky) you would have to get a permit. If it is going
to be an evening event with dancing, it might be acceptable to "bring your
own bottle." I would avoid alcohol if possible but you will have to take
into consideration the local culture and the exact nature of the event to
decide.