Free Printable Potluck Signup Sheet
Organize your next potluck with this free printable signup sheet. It includes columns for guest name, dish name, food category (appetizer, main, side, dessert, or drink), and number of servings. With room for 15 guests and dedicated spaces for the event date and location, this sheet keeps everything organized so you get a balanced spread of food. Just print it out, post it in the break room or pass it around, and watch the list fill up.
How to Use This Printable
This potluck signup sheet is designed to be posted in a common area (like a break room or kitchen) or passed around at a meeting so people can sign up for what they are bringing. The category column prevents the classic potluck problem of ending up with 10 desserts and no main dishes.
Getting Started
- Print the sheet. One copy is usually enough. If you have more than 15 guests, print two sheets.
- Fill in the event details. Write the date and location at the top before posting or circulating the sheet.
- Guide the categories. If you notice too many people signing up for the same category, gently suggest alternatives. A good mix for 15 people: 2-3 appetizers, 3-4 main dishes, 3-4 sides, 2-3 desserts, and 2-3 drinks.
- Set a deadline. Ask everyone to sign up at least 3-5 days before the event so you can identify any gaps in the menu.
- Follow up. A day before the potluck, send a quick reminder with the final list so everyone knows what to expect.
Potluck Planning Tips
The best potlucks have variety. Aim for a balanced spread across all categories, and do not be afraid to assign categories to people who sign up late. If you are running a workplace potluck, send the signup sheet around via email with the printed version as a backup in the break room.
Consider dietary restrictions. Add a note at the top of the sheet asking people to label allergens (nuts, gluten, dairy) on their dish when they bring it. Providing small tent cards or sticky labels at the potluck table makes it easy for guests with allergies to navigate safely.
For serving logistics, ask each person to bring their dish in a container that does not need to be returned. Disposable aluminum pans and plastic containers work great. Make sure you have a serving spoon or utensil for each dish — this is the most commonly forgotten item at potlucks.
Frequently Asked Questions
How do you organize a potluck?
Start by setting a date, time, and location. Then create a signup sheet (like this one) with categories so you get a balanced mix of appetizers, mains, sides, desserts, and drinks. Share the sheet at least 2 weeks before the event so people have time to plan. On the day of the potluck, set up a serving area with labels, plates, utensils, and napkins. Ask 2-3 people to bring ice and drinks since those are easy to forget. Having one person coordinate the overall menu prevents duplicates.
What categories should a potluck have?
The five standard potluck categories are Appetizers, Main Dishes, Side Dishes, Desserts, and Drinks/Beverages. For larger potlucks, you might add Bread/Rolls and Salads as separate categories. A good ratio for a group of 15-20 people is about 20% appetizers, 25% mains, 25% sides, 20% desserts, and 10% drinks. This ensures a well-rounded meal without too much overlap in any one area.
How much food per person at a potluck?
Plan for each dish to serve 8-10 people, and ask each guest to bring enough for that many servings. For a potluck with 20 guests, you will want at least 2-3 main dishes, 3-4 side dishes, 2 desserts, and plenty of drinks. As a general rule, estimate 1 to 1.5 pounds of food per person total across all dishes. It is always better to have a little too much food than not enough.