I have been thinking of this post and wanting to write it for a couple weeks now. Tonight, I am doing it.
This is a tribute to the staff behind the NYD (New Year’s Day) event held up at my parents every year. It is so far the one time of year when all my siblings are able to get together. This year, I wasn’t even part of the staff. Last year, I was one of the workers (staff) a couple days, but not nearly as many days as some others. And, I have never been on the committee that puts all this together. So, even though I have a whole lot of appreciation for the staff and the committee, I don’t have first-hand experience in all aspects of the preparation for this event.
Because it is the one day that my family is all together, we are determined to make it an enjoyable occasion, and one without frustration and regrets as much as we can. Things like this don’t just happen by accident or at the last minute. The preparation begins far in advance. Along about May, my sisters start e-mailing to form the committee. Some are asking who is going to be on the committee, and others are asking if anyone objects to them being on the committee. So far, we’ve always had just the right amount of volunteers on the committee. So, around May, the committee is formed. I think it is usually two people—one person is in charge of logistics such as food, preparation of the food, and preparation of the site. The other person is in charge of the name-drawing, the events of the day, and the order and time of the events (this person is called the MC (mistress of ceremonies).
The last two years, my capable and smart sister Miriam has volunteered for the logistics side. She excels at organizing and planning to the extent that I am astounded and totally amazed and wonder how in the world she can figure out and keep straight so many details. She has a detailed list for every single day of the week prior to NYD of what needs done on that particular day. That includes site preparation (cleaning, decluttering, etc.) and food preparation. Not only is there a list for each day, but each day’s list is color-coded in order of priority. That way the higher priority items on the list get done first, and then we move down to the lower priority items. That way if something doesn’t get done that day, it is a lower-priority task and not a really important one.
And that’s not even the half of what Miriam does. Starting about August, she finishes soliciting menu suggestions and finalizes the menu for NYD, including the breakfast, lunch, and supper. She then watches for sales, stalks the mark-down racks, and sleuths the aisles for freebies to purchase at the very lowest price the food for the day. She also sends out a list of needed items to see if anyone has a stockpile on hand to donate from. And, it’s specific (3 apples, 4 qt. green beans, etc.). Miriam sends out a NYD menu list to everyone. That lets everyone know exactly what they are to bring for NYD. That involves the specialty foods, like ribbon salad and pies. (This year I was responsible for 3 apple pies.) She gets all the stuff, arranges to have the right amount of crockpots borrowed, foil roasters on hand, tableware ready, etc. for the big day. She also has detailed lists of what foods get put in the oven at which temperatures at what times. When stuff gets mixed up, poured into the crockpots, put into which bowls etc. When I arrive at 9:00 a.m. or so on NYD, there are bowls and pots and ovens and stuff sitting ready with big notes on them directing what goes in them at what time.
Note the big paper on the stove hood–it tells what
goes in the oven at what temp. at what time.

And somebody is there and has been following the program doing the stuff on the lists, putting the turkey in the oven at 6:00 a.m., etc. to make sure everything happens on schedule. So many of us (well, me, at least) just show up and start taking orders and seeing what needs done. Somebody has figured this all out ahead of time, arranged for the goods and tools to be available, and made a list of what needs done. This stuff doesn’t happen by itself!
And, it pays off. There is no frantic rushing around, no last-minute runs to the store, no standing around dying of hunger because the turkey won’t be done until 4:00 p.m. Everybody can just enjoy working together and doing what needs done. And there’s nothing to figure out about what needs done because it’s all listed and timed, so we just look at the clock and at the list.
Miriam, our great organizer, filling one of the
umpteen crockpots we use for NYD.

Lucy preparing to heat the rolls.

Glen eating the breakfast of sticky buns (that
Miriam made and brought for breakfast).

Luke & Laura slicing the ham.

Miriam arranging the utensils.

Rachel mixing up the dressing.

Lucy putting the ham bone away
to be used for soup some other day.

The main food table (with Gail in the
front in the picture).

That’s still not all that Miriam does. She keeps track of every cent spent to buy all the food for this day, and at the end of the day, she lets each one know their total for the food. It’s ridiculously low (considering it’s 3 meals). I think our total was $7.40. She is one great shopper, I tell you!
Then, there’s the MC, or mistress of ceremonies. This year that was Lucy. Again, she started on the thinking end of this around May, when the committee was formed. Along about August, she conducts the name-drawing for the gift exchange and sends the entire list out to everyone. That way, people have adequate time to knit scarves, make wooden stools, or put together photo albums (or make jam, as I did) or whatever they want to give as gifts. Then, as time goes on, she solicits input from all involved. For those of us with little kids, she asks when nap time is, when would be their best and happiest times (to know when best to have gift-opening for little kids), what times do they need to eat, etc. For others, she finds out who can be there at what times and who wants to leave on a great moose hunt or duck-calling trip by 2:00 p.m. (or whatever time). Then, with her great brain, she comes up with a super great schedule that works around all those things. She has done this a couple years now, and has never failed to accommodate each person’s desires. She also sees the time frame when everyone will be present and schedules the family picture for that time. She comes up with a master schedule of what is happening at what times and sends it to everyone a couple weeks in advance. On the day of the event, the schedule is posted on the door so at any time somebody can look at the schedule and see what is coming up. Of course, she and Miriam work together with the schedule so that the meal times are congruent with the food preparation and cooking schedule.
Now, the picture thing is no accident either. Lucy figures this all out (how she does it, I’ll never know). Before the main event, she has figured out where the picture will be, what will be in the background, which chairs, stools, benches etc. will be where and covered with which blankets. Then, she has figured out exactly who will be in each place. She figures all this out without the subjects present. On NYD, as we were enjoying our meal, Lucy was arranging furniture and draping blankets so that when we arose from the table, she, with paper in hand, directed each person to their pre-determined spot, and then voila!

We were in place, the cameras were already on tripods and ready, and the pictures were taken. As painlessly and quickly as could be with a group this size.

I am so proud of Lucy. I don’t know how she gets this all together (did you take photography in college, Lucy?), but no one had to switch places, or move around, or rearrange. She just had it figured out perfectly.
O.k., there’s my written tribute to the NYD staff and committee. I know it’s not quite the international Olympics (even though I’m sure the NYD committee could handle even that!), but it is an event that we like to enjoy and not have stress and headaches over. So, the solution is planning in advance–lots of planning way far in advance. It pays off. Thanks, folks!
Here’s a confession. My sole responsibility for NYD this year was 3 apple pies. I completely forgot about them until 11:00 p.m. the night before! How could I do that? I was properly disgusted with myself. The next morning, I peeled and sliced the apples, and then, for the very first time in my whole life, we bought pie dough at the store on the way to my parent’s house. You can tell I need someone to organize for me and make me a list!