MEMBER CALLING INSTRUCTIONS FOR POTLUCK COMMITTEE
The calling should be done no earlier than 2 weeks before the dinner and no later than the Monday before the dinner. It is important to make appropriate notations on the calling sheet in pencil when you call. If you speak with the person and he or she is unable to attend, write "No" in the space. If he or she will be coming to the dinner, write the number of people (including any guests) and the letter "C" for main dish, "S" for salad and "D" for dessert. If you do not reach the party, leave a message and write "CB" in the space or in the margin. The calling task is simplified when you reach an answering machine if you leave a concise message with your name, telephone number, and a request for the essential information we need. The following message is offered as an example.
"Hello . My name is and I am calling on behalf of the Shipmates at church. We are hoping that you (and_______ ) will be able to join us at our potluck dinner on (date). Please call me back as soon as possible at (your phone number) and let me know if you can attend and if so, which of the following food selections you will be bringing: a casserole or main dish for 10-12; a salad for 10; or a dessert for 10. If you are responding for yourself alone, your selection need only serve 5 or 6. If you are bringing quests, we ask that you bring additional food and be sure to let us know the number of guests. I look forward to hearing from you."
It is suggested that you repeat your name and telephone number at the end of your message.
Committee members need to call or e-mail the chairs with the results of their calling no later than the Friday before the dinner. If the chairs have not heard from any of their committee members by then, they should contact those members.
It is very important that committee members return their call sheets to their chairs on the day of the day of the Potluck.
The calling should be done no earlier than 2 weeks before the dinner and no later than the Monday before the dinner. It is important to make appropriate notations on the calling sheet in pencil when you call. If you speak with the person and he or she is unable to attend, write "No" in the space. If he or she will be coming to the dinner, write the number of people (including any guests) and the letter "C" for main dish, "S" for salad and "D" for dessert. If you do not reach the party, leave a message and write "CB" in the space or in the margin. The calling task is simplified when you reach an answering machine if you leave a concise message with your name, telephone number, and a request for the essential information we need. The following message is offered as an example.
"Hello . My name is and I am calling on behalf of the Shipmates at church. We are hoping that you (and_______ ) will be able to join us at our potluck dinner on (date). Please call me back as soon as possible at (your phone number) and let me know if you can attend and if so, which of the following food selections you will be bringing: a casserole or main dish for 10-12; a salad for 10; or a dessert for 10. If you are responding for yourself alone, your selection need only serve 5 or 6. If you are bringing quests, we ask that you bring additional food and be sure to let us know the number of guests. I look forward to hearing from you."
It is suggested that you repeat your name and telephone number at the end of your message.
Committee members need to call or e-mail the chairs with the results of their calling no later than the Friday before the dinner. If the chairs have not heard from any of their committee members by then, they should contact those members.
It is very important that committee members return their call sheets to their chairs on the day of the day of the Potluck.
