Planning a Potluck Wedding Reception? Here's Everything You Need to Know

If you find yourself in the midst of wedding planning and don’t feel like going the traditional route, allow us to introduce you to potluck wedding receptions. This style of event is a huge money saver, not to mention that it cultivates a sense of community, which is what weddings are all about, right?

“My favorite part about a potluck wedding is that there is an instant speaking point for guests who don't know one another,” shares wedding and event planner Melissa Andre. “You introduce yourself and before even asking how you know the couple, you ask, ‘What did you bring’ or ‘Have you tried my…’” Best of all, trying different cuisines and chatting with fellow guests will certainly lead to new friendships and, of course, new recipes to make at home. 

Ahead, we asked Andre for her expert tips and tricks for planning a memorable potluck wedding. Keep reading to find out how to execute this family-style event, including etiquette guidelines, menu planning ideas, and even potential challenges and solutions.

The Benefits of a Potluck Wedding Reception

Simply put, the main reason couples decide to host a potluck wedding over a more traditional celebration is to save on costs. “Potluck weddings are growing in popularity as a way to save,” Andre shares. “Venue, food, and beverage are typically about 50 percent of the wedding budget. Servers, bartenders, bussers, and other staffing can sometimes come in over and above those costs (depending on the venue); and auto-gratuities for serving staff can come in at up to 28 percent [of your budget].” That's a lot of money you could potentially put towards other longer-term goals, like buying a home or saving to start a family.

Aside from the monetary savings, though, potluck receptions also create space for you and your new spouse to form intimate memories with your guests, engage in fun conversations, and cultivate feelings of togetherness.

How to Plan a Potluck Wedding Reception

Here, we break down the most important steps to follow when planning a potluck reception your guests love.

Determine the Guest List

Your guest list will be one of the first things you need to solidify, in order to determine the size, scope, and directives of your potluck affair. For example, if you’re hosting a small wedding of under 20 people, you can easily have each guest contribute to the food for the entire party. On the other hand, if you’re dealing with a bigger number, it might be best to have each table provide food for themselves.

“If you have a very large guest count but want to maintain some level of formality, you could consider somewhat of a ‘family style/potluck’ which gives guests the experience of a seated dinner rather than cocktail style/buffet style,” explains Andre. “The way to do this is by counting the number of tables (typically you'd assign 8 to 10 guests per table) and allowing people to bring a dish for their table rather than the entire party. Asking someone to bring a side for 150 guests is a way bigger ask than asking 15 tables of 10 to bring items for their table!”

You'll also want to lock in a guest count early on as that'll help you choose a suitable venue that can work with a potluck-style reception. These types of events are generally hosted in a backyard or someone's home, but any venue can work as long as the space is able to accommodate your guest list.

Create a Menu

Of course, creating a menu is going to be another crucial part of planning your potluck wedding—and it’s going to take lots of organization and communication. The absolute best way to kick things off is by sending out a sign-up sheet to your guests, which will ideally be located on your wedding website. “Create a shared document that people can sign up in and also write out what they're bringing, so that as people continue to sign up, they know what's already handled,” Andre says. “You can assign a cuisine style for cohesiveness or get adventurous and have people bring something from their own ethnic cuisine." You can even request that guests bring a meal in a certain category, like a chicken appetizer, light salad, pasta dish, or something of that nature.

Another tip? Andre shares that the main entree should be provided by the couple of honor. “Make sure you have the entree covered on the signup sheet or take it on yourself as the host," she notes. That's because, if someone signs up for the main dish and doesn't end up making it, you'll be left scrambling to find a last-minute entree to feed all your attendees. You and your partner should also provide your own wedding cake, water, and ice, Andre adds.

Lastly, don't forget to factor in any dietary restrictions. Since lots of guests have allergies or dietary needs, such as gluten-free, vegan, and vegetarian, make sure you include a few options for each. “You don't want your vegan friends to only be able to eat the item they brought,” adds Andre. Balance out the menu and always have a backup plan. “At the end of the day, I think the host should have an extra case of champagne, a larger entree, a wedding cake, and some of the more cumbersome items taken care of,” notes the event planner.

Establish a Theme and Décor Aesthetic

As with any wedding, establishing a theme is essential for creating a cohesive aesthetic. Plus, since your guests are already bringing food and beverages, it’s up to you to come up with a visually appealing display and buffet setup. “Rent or purchase matching platters and serving utensils so that everything is displayed in a cohesive way rather than it looking like an office Christmas potluck where everyone brings a different bowl or platter,” Andre shares. It might even be a good idea to ask your guests to bring their dishes in disposable serveware—that way, you don’t have to worry about clean-up and locating which plate or platter belongs to each person.

In regards to the setup, we suggest having banquet tables that you’ve already pre-labeled for each dish. This will keep things streamlined and will designate which items need to have heaters, specific serving utensils, and more. “I also think it's nice to include the ingredients on the card so that guests that have allergies don't need to find the owner of each dish and ask,” adds Andre. You can even include who made the dish on the label—a fun way for guests to interact!

Clearly Communicate the Details to Guests

When planning a potluck reception, it’s important to clearly communicate your plan and vision to your guests. So on your wedding website and even invitation, we suggest using clear wording, like “potluck” or “bring and share a meal,” so that your guests know exactly what to expect. If you plan on providing dishes and serveware, make sure that is communicated, as well.

“The reason I like a wedding website is that you can put the bulk of the details on the website and leave the wedding invitation clean. For example, you want everyone to know the number of guests so that they can prepare the right portion size," Andre adds, and your website is the best place to relay that information. You can also use your website to house answers to frequently asked questions, like "Will there be an oven?" or "Is there access to a freezer for frozen items?"

Have a Post-Potluck Cleanup Plan

Don't wait until your celebration is over to devise a post-potluck cleanup plan. “Washing dishes at the end of the night hits differently in a wedding dress! Make sure that part of the night is handled," notes Andre. "You may not mind clearing the table in your cozy Friendsgiving outfit, but consider how you want the night to unfold on your wedding. Will there be dancing? Who and how will tables be cleared before dancing begins? Or will they?”

For those who are okay with spending a little money, hiring a wait staff to clean up will take the stress off your shoulders and allow you to enjoy your marital bliss once the festivities have ended. But, if you’re looking to cut costs, enlist the help of a few trusted friends to throw away trash, pack up food, and put away the décor items.

Additional Potluck Wedding Etiquette Tips

Wondering if it's okay to ask guests to bring a gift? "Typically, guests don't bring a gift when they attend a potluck wedding because contributing to the menu is the gift,” shares Andre. “So, as the host, you'll want to send thank-you notes to everyone who attended and brought something. I think it's best to be specific on the thank-you notes and mention the actual dish. I don't love generic thank-you notes—especially not for a wedding.”

What's more, if you’re going the more casual route and aren’t providing serveware for your guests, don't forget to ensure that everything is returned to its proper owner. “Make sure that as the host you are returning any dishes that are brought, cleaned, and delivered back to whoever brought them,” explains Andre.

All in all, there’s no reason to feel overwhelmed when planning a potluck wedding—in fact, it's supposed to be less stressful. Preparation is key, so as long as you have a good system in place, it should be smooth sailing.