• Because food allergies to nuts have become so prevalent, please refrain from bringing foods that contain peanuts, peanut butter, tree nuts, nut oils, etc.
• Please list the ingredients on the food you bring to potluck & coffee hour (gluten free, diary free, vegan, or vegetarian, etc.). 

GENERAL HOSPITALITY INSTRUCTIONS

These instructions for Social Hour and Pot Luck (updated, Jan. 2026) are provided to help guide your committee.

They are also available in your BFM Directory and this Printer-friendly version.

The goal is to provide light snacks to support the Sunday Social Hour and a shared meal at the monthly Pot Luck. If you can’t keep your commitment to help with Hospitality on a given Sunday, please find someone to take your place. If you have any questions, please call the designated Point Person for the week you are volunteering, or the clerk of the Fellowship and Hospitality Committee (F&H)--see your BFM Directory.

Supplies such as coffee, tea, sugar, paper products, cups, and tablecloths are stored in large plastic containers located at the window seats H-1 through H-5 in the Library (see map below). Starting from facing the sink in the library, move clockwise from there.

See the diagram and listing of what goes where below, as well as on the F&H Bulletin Board and in your BFM print Directory.  Please be sure to return supplies to the designated plastic container or the Corner Cabinet so the next Hospitality Team can find things easily.

The purpose of the plastic containers is to keep dirt and rodents out of our supplies. If the lid fits tightly, ensure that you fasten it securely. DO NOT LEAVE ANY FOOD, EXCEPT COFFEE AND TEA SUPPLIES, IN THE PLASTIC CONTAINERS IN THE LIBRARY. You can keep crackers, drinks, fresh fruit, tightly wrapped cheese, milk, or half-and-half cream  in the downstairs refrigerator at the Meetinghouse. Please write “BFM” & the date on these items. All other food needs to go home.

EXTRA SUPPLIES: There are extra supplies in the Library Corner Cabinet between H-1 & H-2 and in the Blue Cabinet in the Groome Building Multi-Purpose Room. The Committee buys economic and environmentally friendly paper goods in bulk to avoid emergency trips to Giant. If supplies are low in either place, please email or call the clerks of the Hospitality Committee.

A Binder with updated F&H Information is located on the shelves behind the Book Table. We also post F&H charts on the Hospitality Bulletin Board by the Library closet.

If you need to purchase supplies, always give your expenses to the Assistant Treasurer so that we know what our actual costs are. Keep in mind that you may request reimbursement of your expenses or choose to donate them as a "Gift in Kind." For either option, please complete the BFM Expense Reimbursement Request Form (H-1): https://bethesdafriends.org/resources/Documents/expense-reimburse-form.pdf/    

DETAILED SOCIAL HOUR INSTRUCTIONS

See also General Hospitality Instructions above, in your BFM Directory, and a Printer-Friendly version. 

New details for 2026

●       White Buckets for our Compost System (the SFS system - which takes food scraps and paper) are in H-4. A plan for compost during school vacations is in-progress. Updates will be communicated via oral announcements & written updates.

●       A hard habit to break is leaving leftovers in the fridge for the next group. Buy food items you and your family will eat, and bring leftover food home. This helps make sure it does not go to waste!

A. Before Sunday

1. Check Leftover Food:
   Email the group from the previous week to determine the status of drinks available and learn if the group decided to leave leftover food in the fridge. This helps you use up the oldest food first, avoid over-buying, and ensure you do not miss any essentials.

• Who did last week's social hour? You can find this information in front of the Directory (or ask the F&H clerk, or your committee clerk).

2. Coordinate with Your Group:

Those assigned for the current week should email each other to decide who will bring what. Each group makes the decisions about serving hot drinks/brewed coffee & snacks. If you are unable to help out, please find a replacement for yourself.

3. Possible Food and Beverage Suggestions:

• 2 gallons of beverages (ex: tea, lemonade, apple juice)
• Fresh milk or half and half for hot beverages
• 2 cups of cut-up veggies with one kind of dip (1/2 cup)
• 1 pound of cut-up cheese
• 2 small boxes of crackers
• 2 cups of fruit (grapes or any other fruit of your choice)
• A dessert, or cookies is a nice bonus!
• Present a variety of juices: sugar-free, cold tea, and real fruit juices.
• Cut all items into easy-to-grab portions.

B. Set Up

Arrive by 10:30 a.m. to set up before Meeting starts. Move the computer/TV stand to the corner of the far corner of the Meeting House. Remove the window seat cushions so you can read the labels for the H-1 thru H-4 bins (see also the map and labels chart below and on the F & H Bulletin Board. 

1. Check for Leftovers in the Downstairs Refrigerator:

• Look for leftover juice and food. A tray labeled "BFM" holds leftover juices. A similarly labeled crisper drawer MIGHT hold leftover food.

2. Set Up the Beverage Table:

• Set up a large folding table for cold and hot water, and juices. (Brewed coffee is optional). The table can be found in the Library Closet or, alternatively, in the coat alcove in the hall.
• The tablecloths are in the H-4 window seat. Use colored tablecloths for typical social hours or potlucks, reserving white tablecloths for occasions such as weddings or Memorial Meetings. (If you prefer not to use a tablecloth, please wipe down the tables after the event, being careful of splinters.)
• Locate Trays and Platters (H-3).
• Fill the metal urn with water (H-5) from the Bathroom sink. (Someone from F&H can show you how to lift the faucet up & pull out the hose). Plug it in using the extension cord (H-5) well before Meeting starts (it takes a while to heat up and can be noisy).
• Place a tray beneath the hot pot,ensuring the cups fit securely under the spouts.
• Fill the plastic pitcher (H-5) with cold water from the Library sink.
• Set up the Beverage Trays with items from H-2:
• Instant coffee (regular and decaf); Teabags & Fresh Milk/Half&Half
• Sugar & sweeteners; Stir sticks & teaspoons.
• Set Up Cups, Napkins, and Plates (H-1): Arrange hot cups, cold cups, and paper towels (for spills) on the beverage table.
• For brewing coffee (optional) see #5.

3. Set Up Two White Compost Buckets, Blue Recycling Bin and Trash Bin:

• The White Compost Buckets are in H-4. Place them next to the Recycling and Trash containers by the door to the Library.
• Food scraps and paper can go in the Compost Bucket.
• Place a wastebasket near the drinks table.

4. Prepare the Food:

• Platters are in (H-3).
• Put plates & napkins (H-1) on the big table with snacks. Stack plates with napkins between them to help guests take only one at a time. This is important to reduce waste.
• Arrange crackers, vegetables, and other items on serving platters.
• Cover the food with paper plates, or napkins until Meeting ends.
• Keep the cheese in plastic until Meeting ends.

5. Make Brewed Coffee (optional):

• The coffee maker is in the window seat marked H5.
• If you choose to brew fresh coffee, directions for the coffee maker are in the F&H binder (behind the Book Table) as well as in H-5.

C. After Meeting

1. Uncover Platters and Set Out Drinks:

• As soon as Meeting ends and before announcements, step out to uncover the platters and place a pitcher of water on the table.
• Provide multiple cups of juice for self-service.
• Do not let children take food or drink until social hour begins. Ask them to wait for their parents (we do not know their allergies).

2. Monitor the Social Hour: Keep an eye on the tables during Social Hour to ensure supplies are adequate.  Mop up spills as needed.

D. Clean-Up Instructions

Important -- To avoid attracting rodents, always store dry tea or coffee products left on the window seat in sealed and securely latched plastic or metal containers.

1.   When Most People Have Left:

• Clean up everything. Dump leftover hot water in the bathroom sink.
• Return all supplies to their proper places (see map and labels chart below and on the F&H Bulletin Board. 
• Return the Beverage Table to the Library Closet.
• Pick up all crumbs or vacuum the carpet (vacuum sweepers are in the closet).

2.   Take care of Compost, Recycling and Trash:

• Leave the two White Compost Buckets, with a tight lid, next to the Guard’s Station.
• Recycling and Trash containers stay in the Library and will be emptied by the Guards or Housekeeping.
• School vacations: Follow the same procedure as above.  

3.  Manage Wet or Soiled Tablecloths: If the tablecloths are wet or soiled, take them home to wash, but please return them as soon as possible.