S.H.
At work- we made it pretty simple yet effective and fair.
I do not think your play date has over 10 moms in it right?
Note on sheet how many servings/moms & kids will need to be served.
* GO GREEN* have each mom bring their own supplies of plastic,tupperware,pinicware or even dishware,cloth napkins instaed of napkins or paper towels and no trash to throw out. ;-)
On 1 paper- divide into 4 squares and label each from below:
then sublist what items specifically that the Moms just sign on(agree) to bring -or- suggestions of whatever direction you are going for that section
Hot Items- (hot apps or finger foods or soup and tater tots-lol or steamed veggies fried green beans haha ect ect)
Cold Items- (salads,finger sandwitches,jello or pudding or fruit cups ect)
Paper/Plastic Items- (list if you need forks AND spoons or sporks and less knives ect)
Beverage Items- (bag ice is needed or fridge available ect, box juices or powder mix or bottled beverages suggestions,drinks for the mom ;-) ect)
I have also found buy discussing where the best deal on XXX is really helpful and who has the Sam's Club card can be a bonus. lol
good luck