Potluck Sign Up Sheet
Free to print as a PDF or Word file, or to share as a live link
A potluck sign up sheet is a list guests fill in so you can see who is bringing what. Download the blank sheet below and print it, or turn the same categories into a link guests open on their phone. Either way, nobody needs an account to add their name.
Last updated
Download a blank potluck sign up sheet
US Letter, one page. Category names are already filled in for a 20-guest meal. Name, dish, and allergens are blank. No email required.
Potluck sign up sheet
The same columns as the PDF. Print it from the download above, or copy this list into a doc if you only need a few rows.
| Category | Name | Dish | Allergens |
|---|---|---|---|
| Main dish | |||
| Main dish | |||
| Vegetarian main | |||
| Side | |||
| Side | |||
| Salad | |||
| Appetizer | |||
| Dessert | |||
| Drinks | |||
| Plates, cups, cutlery | |||
| Cleanup |
How many dishes for your guest count
A planning rule, not a measured study: about one dish for every 3 to 4 guests, with each dish serving 8 to 10 people. For 40 guests, double the 20-guest row.
| Guests | Mains | Sides and salads | Desserts | Drinks and supplies |
|---|---|---|---|---|
| 10 | 2, including one vegetarian | 3 | 1 | 1 |
| 20 | 3, plus 1 vegetarian | 5 | 2 | 2 |
| 40 | 6, plus 2 vegetarian | 10 | 4 | 4 |
Potluck sign up sheet template (copy this list)
Slots for 20 guests, with each dish serving 8–10. For 40 guests, double every number.
On SignupKit potluck sheets, dessert slots were claimed at about 1.7 times the rate of side-dish slots (25 and 23 sheets, April 2026 to September 2026). Guests reach for the easy, portable category first, which is why capping desserts and leaving more side slots open gets you a balanced table.
| Category | Slots | Examples | Note for guests |
|---|---|---|---|
| Main dishes | 3 | Baked ziti, pulled pork, chicken enchiladas | Bring hot, in a slow cooker or foil pan |
| Vegetarian main | 1 | Veggie lasagna, bean chili | Label it so people can find it |
| Sides | 3 | Mac and cheese, roasted vegetables, rice | |
| Salads | 2 | Green salad, pasta salad, fruit salad | Dressing on the side |
| Bread and rolls | 1 | Dinner rolls, cornbread | |
| Appetizers | 2 | Deviled eggs, chips and salsa, veggie tray | |
| Desserts | 2 | Brownies, cookies, sheet cake | Pre-cut if you can |
| Drinks and ice | 2 | Lemonade, iced tea, 2 bags of ice | |
| Plates, cups, cutlery, napkins | 1 | The slot everyone forgets | |
| Cleanup crew | 2 | Stay 20 minutes after |
When do guests sign up for a potluck?
Later than most hosts expect. On SignupKit potluck sheets, the median guest signed up 6 days before the event, and more than a third waited until the final three days.
- Send the link two weeks out anyway: the early sign-ups are the ones who claim mains and the turkey
- Expect the sheet to look half empty a week before. That is normal, not a sign the event is failing
- The reminder two days before does the most work, because that is when the late majority decides
- Leave supplies and cleanup open until the end; they are the slots last-minute guests will take
| Signed up | Share of sign-ups |
|---|---|
| Within 1 day of the event | 18% |
| Within 3 days | 37% |
| Within 7 days | 57% |
| More than a week ahead | 43% |
What to ask on a potluck sign up sheet
Keep it short. Every extra question loses a few sign-ups. These are the ones worth asking:
- People in the US with at least one food allergy
- 33 million
- Source: FARE (Food Allergy Research & Education)
- Children with a food allergy, or about two in every classroom
- 1 in 13
- Source: FARE (Food Allergy Research & Education)
- Name, so you know who claimed the slot
- What they are bringing, for example "Grandma's potato salad"
- Allergens: nuts, dairy, gluten, shellfish, or none
- Whether it needs an oven, an outlet, or fridge space when they arrive
- An email for the reminder (optional, but it cuts no-shows)
On SignupKit's free plan you get 1 custom question, so combine the two that matter most: "What are you bringing, and does it contain nuts, dairy, gluten, or shellfish?" Name is built in, and collecting email for reminders is a separate switch, so neither counts toward it.
Online vs. printable vs. Google Sheets
| Online sign up sheet | Printable sheet | Google Sheets | |
|---|---|---|---|
| Guests see what is taken | Yes, live | Only if they see the paper | Yes |
| Limit slots per category | Yes | No | No, anyone can add rows |
| Reminders before the event | Automatic email | No | No |
| Works for remote guests | Yes, one link | No | Yes, if they have access |
| Risk of someone overwriting a dish | None | Low | High |
| Cost | Free | Free | Free |
How to Create Your Potluck Sign-Up Sheet with SignupKit
- 1
Create your event
Add the event name, date, location, and a short description for participants.
- 2
Add sign-up slots
Create slots for dishes, shifts, roles, or RSVP options. Set quantities and optional deadlines.
- 3
Share one link
Send a single mobile-friendly link. Participants sign up without creating an account.
- 4
Track and remind
See who signed up in real time, export the list, and send automated reminder emails.