During the holiday season or the weeks leading up to it, potlucks are a popular option. Whether for an office party or a family reunion, everyone brings a small dish to serve buffet-style. But to avoid ending up with four macaroni salads or an excess of guacamole, you have to organize the meal properly. Here’s our little guide to getting there.

1. Designate a potluck chef 

To avoid confusion and similar dishes, it’s better to designate a person to be in charge of the meal. They don’t dictate what to bring, but they do make sure to guide each guest in the right dish direction. For example, they may ask certain people to take care of sandwiches, a dip or a dessert. They also keep tabs on the number of hot and cold dishes that will be on the table and ask guests to bring plates and serving utensils.

2. Take the location into consideration

Will your event take place in a conference room, living room or kitchen? This question should be asked before choosing which dishes to bring. If you are a guest, also ask if there will be a refrigerator on site, an oven to heat hot bites, or basic utensils.

3. Validate everyone’s dietary restrictions

Mention guests’ dietary restrictions, whether it’s a special diet or an allergy. If there are vegetarian guests, make sure that there are a few options that suit them and try to avoid dishes with significant allergens.

4. Arrive with an almost complete dish 

Showing up with a bag of macaroni, a jar of mayonnaise and vegetables to cut is a no-no! Try to arrive at the meal with a dish that’s ready to eat—or almost ready—to avoid monopolizing the kitchen. You can reheat a dish, if you have previously confirmed it with your host, or add a dressing or a garnish.

5. Maintain the right food temperature

To ensure good food hygiene, ensure that dishes that need to be kept cold are kept cold throughout the meal. A good trick to do this is to fill the serving plates in smaller quantities and refill them as guests help themselves.

6. Manage quantities to avoid waste

This is a difficult task with a potluck. The meal chef should ensure that everyone does not bring too much food. Never prepare a serving per guest with each dish, as people serve themselves in smaller quantities since there are many things to taste. Choose types of dishes where ingredients do not wilt or soften and therefore can be eaten later.

7. Serve beverages

It’s up to you to choose a formula that suits you for drinks. Like with the meal, you can suggest that everyone bring bottles of wine, beer, soft drinks or juices. You can also allow a few guests to prepare a cocktail rather than a dish.

8. Choose the right desserts

Bites, squares, brownies and other cupcakes are much easier to serve than a large cake or pie, so give them priority. Cookies, homemade fudge and other sweets are also very popular as they do not require utensils to eat. 

9. Serving the big desserts

If a cake is served, cut it in advance to facilitate handling at the table. Be sure to leave a cake fork on the table. Also, choose desserts that do not require refrigeration—cakes and pies made with whipped cream or custard risk getting soggy or running.

10. Dish duty

After a potluck, dirty dishes generate a small mountain of utensils, plates and trays to wash. Don’t forget to empty the dishwasher before the meal if the event is taking place at your home. You can designate specific people for cleanup, but that’s at your discretion. If the meal is at the office or in another common place, everyone should participate.