GOURMET CLUB GUIDELINES



2018 Highland Park Gastro Club Guidelines

What is it?

This is a private club for those who would like to meet their neighbors over a shared evening of conversation, food and wine in a casual, close-to-home environment. Includes dinners, parties and varied events or nights out.

Commitment: $40 annual party fund required per couple for full members and sub members

FULL MEMBER: Members will typically host 1 or 2 times per year. We plan a full year in advance, with some spontaneous nights out. Please make sure you have room to host a dinner party for eight.

SUB MEMBER: Subs will not host, but you will be invited as a guest when a member can’t attend. You will be assigned an appetizer, first course or dessert, just like the full member guests. All subs are included in the parties and other events.

How it works

Dinners are typically 8 people and are usually on a Saturday night, though Friday and Sunday are alternatives. Dinner guests and hosts are assigned and rotate each month so you have a chance to dine with everyone in the group. Dates will be confirmed by the designated hosts. We expect timely RSVPs and a commitment to participate. Unless there’s an illness or emergency, please do not cancel at the last moment unless you have found a replacement.

COMMUNICATIONS – Dinner and party invites will be sent via email. Please respond in a timely manner.

Dinner menus will be posted on the website. Bookmark and follow the website for ongoing updates.

1. USING SUBS: If a guest cannot attend, the host will invite a sub. If you are a sub, please respond quickly so the hosting couple can finalize their guest list.

New! If a guest cancels after the date has been locked and confirmed, the guest must secure a sub to take their place and notify the host. As this is a new policy, hosts may need to remind guests if this comes up.

Except for emergencies, “no shows” are not acceptable.

2. COSTS:

The cost of the meal will be equally divided among guests. Please provide the host with your costs either in a note or via email. Host can use this handy COST CALCULATOR to make it easy. Send to guests when filled out.

3. MAIN HOST responsibilities: coordinate menu planning

• One Main Host is assigned for each dinner month. They are responsible for final menu selection that month and providing links to the recipes, then sending to Diana Hyland for posting on website.

• The Main Host may set up a menu planning meeting in their home the month before the dinner or communicate with other hosting couples via email to get input and feedback. (this is optional)

4. HOST responsibilities:

• Contact each couple in your group to arrange the dinner date the month prior to your dinner!!!

• Attend the planning session with the main host or provide feedback/input if asked

• Assign courses and distribute website menu link to guests (or ask guests to select a course with first come first served assignments). SEND A REMINDER A DAY OR TWO BEFORE THE DINNER.

• Shop and plan for the main course and purchase wine (host selects and buys wine)

• After the meal, use the cost calculator to calculate cost per couple. Send to your guests for reimbursement.

5. GUEST responsibilities

• Guests reply promptly to invitations and bring an assigned course for each dinner. Guests stay through the evening as an early departure can break up a dinner. If you have to leave, let the group know ahead of time.

6. WINE & BEER: Most merchants will assist in the wine selection and many will give discounts, typically 10%, but you have to ask. Beer and Champagne are OK too, usually for an appetizer course. If you have a relationship with an area business, please share with group. Note, the hosting couple selects and purchases wine for the dinners.

7. TIPS ON KEEPING COSTS DOWN:

• GROUP SHOPPING: If a recipe calls for something you don’t have on hand and is rather expensive, share this item (and therefore the cost) with others making the same recipe.

• BUY BULK SPICES: A teaspoon of bulk cardamom costs a mere 35 cents versus $6 for a jar. If you decide to buy an entire jar for only 2 teaspoons, consider this an investment in your kitchen and DO NOT charge the group.

• WINE: Please do not charge the group for wine you did not open. Also, do not offer expensive wines from your own collection if it puts the group over budget. Wine is typically $15 per bottle.

• MIXED DRINKS/LIQUERS: The group divides the cost of wine/beer served before and during dinner. Any hard liquor or mixed drinks not specified in the menu may be served at your discretion, but not billed to group.

• BASICS: Please do not charge for portions of items that you normally have on hand, such as 2 eggs, ½ cup of flour, 2 tablespoons of butter, etc. This keeps the cost of our meals down.

8. TIPS & PROBLEMS: If you have a question or tip about a recipe, can’t find an ingredient or don’t have the right cooking pan, send a group email. Someone will be able to help or appreciate the insight.

9. ALERGIES / SPECIAL DIETS / VEGANS: By joining a supper club, we all make an effort to try new things. If you have an allergy, are a vegetarian or on a restricted diet, tell your host ahead of time so she is aware, especially if you can’t eat a main entrée. While you are probably used to making do, a heads up to your host will be appreciated.

10. AFTER DINNER: Coffee or tea is optional and not expected. If you serve a night cap, you are a wonderful, generous host, but please do so at your own expense.

11. PARTY PLANNING: We will have 3-5 parties or events throughout year. They will likely be a big draw and offer a chance for subs and members to mingle. We often call on members for specific tasks, from picking up ice to providing name tags or driving to a location. Have an idea? Contact Bill or Diana Hyland.

12. PARTY HOSTS: This is strictly volunteer, but we can’t have a party without a place. Please let us know if your home can accommodate a group party. Everyone will pitch in!

13. SCHEDULING DINNERS: If the host has NOT called you and your month is looking busy, by all means call them first. A friendly reminder is often all it takes to get things moving. Do not sit politely wondering when you will be contacted – simply give them a call, text or email.

14. BE FLEXIBLE: Even with the best intentions, a meal sometimes goes over budget or a recipe turns out wrong. A soup might be too salty or the cake flops, burns and sticks to the pan. If a cooking catastrophe happens to you or a guest, remember….it’s just dinner. Enjoy the company and have another glass of wine.

TIP: Please do not wait until the last minute to set a date.

Guests…. watch your emails and provide fast replies. Be aware of the schedule and reach out to your host as needed.

Questions? Contact: hylandink@ or williamhyland.austin@

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