Free potluck sign-up sheets to print
Three print-ready sheets: a classic dish list, numbered slots by category so you don't end up with five desserts, and a Thanksgiving menu ready to claim. Print one, save it as a PDF, or paste it into a spreadsheet. No account, no email.
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What goes on a potluck sign-up sheet?
The event, date, place, and host at the top. Below, one line per dish: who's bringing it, what it is, its category (main, side, dessert, drinks), how many it serves, and any allergens. Give each category a set number of lines, and the table balances itself.
Pick a sheet and print it
Each sheet prints on its own page, without the rest of this website. The examples on screen drop out when you print.
1. The classic sheet
One line per guest: name, dish, category, how many it serves, and allergens. Good for a break room, a church foyer, or a classroom door, where people sign as they pass.
The example names show how it fills in. They don't print. Scroll the table sideways to see every column.
Potluck sign-up sheet
Categories: main, side, salad, bread, dessert, drinks, supplies.
- Event
- Date and time
- Place
- Host
| Name | Dish | Category | Serves | Allergens |
|---|---|---|---|---|
| The Okafors | Jollof rice | Main | 12 | |
| Dana | Caesar salad | Salad | 8 | Egg, dairy |
| The Parks | Brownies | Dessert | 16 | Wheat, egg |
| Chris | Lemonade and ice | Drinks | 15 |
2. Slots by category
Numbered lines under each category, so the table comes out balanced instead of five desserts and no main. Set how many of each you need before you print.
The example names show how it fills in. They don't print. Scroll the table sideways to see every column.
Potluck sign-up sheet by category
One line per dish. When a category's lines are full, pick another.
- Event
- Date and time
- Place
- Host
| # | Name | Dish | Allergens |
|---|---|---|---|
| Mains · 3 | |||
| 1 | The Okafors | Jollof rice | |
| 2 | |||
| 3 | |||
| Sides and salads · 5 | |||
| 1 | Dana | Caesar salad | |
| 2 | |||
| 3 | |||
| 4 | |||
| 5 | |||
| Desserts · 2 | |||
| 1 | The Parks | Brownies | |
| 2 | |||
| Bread · 1 | |||
| 1 | |||
| Drinks and ice · 2 | |||
| 1 | Chris | Lemonade and ice | |
| 2 | |||
| Plates, cups, and napkins · 1 | |||
| 1 | |||
3. Thanksgiving and Friendsgiving
The traditional menu is already listed, from turkey and gravy to pie and take-home containers. Guests write their name next to a dish, with four blank lines for anything else.
The example names show how it fills in. They don't print. Scroll the table sideways to see every column.
Thanksgiving potluck sign-up sheet
Put your name next to a dish. Cross out anything you're skipping.
- Event
- Date and time
- Place
- Host
| Dish | Who's bringing it | Serves | Allergens |
|---|---|---|---|
| Turkey | Host | ||
| Gravy | Host | ||
| Stuffing | The Okafors | ||
| Mashed potatoes | |||
| Sweet potatoes | Dana | ||
| Green beans or another vegetable | |||
| Mac and cheese | |||
| Cranberry sauce | |||
| Rolls and butter | Chris | ||
| Salad | |||
| Pumpkin pie | The Parks | ||
| Apple or pecan pie | |||
| Drinks | |||
| Ice | |||
| Plates, cups, and napkins | |||
| Containers for leftovers |
How many dishes for a potluck
Use it to set the lines on the slots sheet. It assumes each dish serves 8 to 10 and people take a little of everything.
| Guests | Mains | Sides and salads | Desserts | Drinks |
|---|---|---|---|---|
| 10 | 2 | 3 | 1 | 1 |
| 20 | 3 | 5 | 2 | 2 |
| 30 | 4 | 7 | 3 | 3 |
| 50 | 6 | 10 | 5 | 4 |
- Cover one main yourself, so the sheet starts with a sure thing.
- Kids eat less, so count two kids as one guest.
- Add bread, ice, and plates as their own lines; nobody brings them unasked.
- For more than 50, ask each household for two dishes from different categories.
How to use a potluck sign-up sheet
Fill in the top and your own dish
Write the event, date, place, and your name as host, then put yourself down for a main. Guests fill gaps faster than a blank page.
Set how many of each you need
Use the table above to set the lines per category on the slots sheet, or write a number next to each category on the classic one.
Put it where people pass
A break room, a church foyer, a classroom door, or the end of the last get-together. Leave a pen tied to it.
Post the gaps a week out
Take a photo of the sheet and send what's still open to the group: "Still need two sides and someone on ice."
Bring it on the day
Tape it by the table so people can see who made what and check the allergens column.
Paper, a spreadsheet, or an online sign-up list
All three are free. The right one depends on where your guests already are.
| Question | Paper sheet | Shared spreadsheet | Hejmo sign-up list |
|---|---|---|---|
| Best for | People who walk past it: an office, church, or classroom | A group that already shares a Google Sheet | A group chat or invite list |
| How people sign up | In pen, when they pass | Type their name in a row | Tap an item when they RSVP |
| Two people taking the last main | Avoided if they read it first | Avoided if they check first | Can't happen: a full item shows as covered |
| Headcount | A separate list | Add a column | Built in, by household |
| When plans change | Cross it out by hand | Someone edits the row | Their items open up again |
| Cost | Free | Free | Free |
Guests in a group chat? Skip the paper
A paper sheet only works where people walk past it. When the invite goes out by text, put the sign-up list on the invite itself.
Hejmo's sign-up list works like the slots sheet. You list each item with how many you need, and families tap what they'll bring when they say yes. Each item shows how many are still needed, and a full one shows as covered.
Guests see what's still open but not who took it, and you see both. If a family changes to Maybe or No, what they took opens up again. It's free, and guests don't need an account.
See how it works on the online potluck sign-up page.
- Main dish1 still neededThe Okafors, Dana & Chris
- Salad or side2 still neededThe Parks, Sam, The Lees
- DessertCoveredDana & Chris, Priya
- Drinks and ice1 still neededThe Parks
- Plates and cups1 still needed
Questions
Common questions about potluck sign-up sheets.
Are these potluck sign-up sheets free?
Yes. Print as many as you like, with no account, no email address, and no watermark. A small line at the bottom of each printed sheet says where it came from.
How do I save a sheet as a PDF?
Press "Print or save as PDF" under the sheet you want, then choose "Save as PDF" as the printer. Only that sheet prints, sized for US Letter; on A4 it prints a little smaller.
Is there a potluck sign-up sheet for Google Sheets or Excel?
Yes. Press "Copy for Google Sheets or Excel" under any sheet, click the first cell of a blank spreadsheet, and paste. The columns, categories, and dish names land in their own cells. Share the spreadsheet with edit access so people can type their names in.
What should a potluck sign-up sheet include?
The event, date, place, and host at the top, then one line per dish with the guest's name, the dish, its category, how many it serves, and any allergens. The category is what keeps the table balanced.
How do I make sure we don't end up with all desserts?
Give each category a fixed number of lines, like the slots-by-category sheet does, and fill in what you're making yourself before you put it out. When a category is full, guests pick another.
How many dishes do I need for a potluck of 20?
About 12 to 13 dishes: 3 mains, 5 sides and salads, 2 desserts, and 2 drinks, plus bread if you like. That assumes each dish serves 8 to 10 and people take a little of everything.
How do I handle food allergies at a potluck?
Ask in the invitation, keep the allergens column on the sheet, and ask everyone to bring a card naming the dish and what's in it. Common ones to list are milk, egg, peanuts, tree nuts, wheat, soy, fish, shellfish, and sesame.
Can people sign up online instead?
Yes. A free Hejmo sign-up list works like the slots sheet, on the invite itself: each family taps what they'll bring when they RSVP, and a full item shows as covered. Guests don't need an account or an app.
Sending the invite by text? Put the list on it
One link for the RSVP and the sign-up list, with the headcount and who's bringing what in one place. Free, with no guest accounts.
Free · No ads · No guest accounts