22 Free Potluck Sign-up Sheets – Editable | Perfect Planning

Potluck Party

A potluck is a communal get-together where each person/group invited to a gathering/party contributes a different, often homemade, food dish. Potluck parties are a great way for friends, colleagues, or neighbors to come together for a party without putting much expense or stress on the person hosting the event.


A potluck sign-up sheet is a document used to identify all the dishes that the guests will bring to the party and other vital details that the host would like the guests to familiarize themselves with or tag along with when coming to the party.

More importantly, the host needs to communicate well with the guests to avoid bringing the same dish. One way to effectively communicate with the guests is to use a potluck sign-up sheet and that is how it’s being used on different occasions.

Types of Potluck Parties

There are various types of potluck parties. Any party can be considered a potluck simply by having the guests bring in a dish when coming to the party. Another reason why one may want to create a potluck event is to market their company or their startup business. To this cause, one can include fact sheets with the potluck sign-up sheet so that the guests can get to know about what they are marketing. Common potlucks include:

  • Send-off parties
  • Thanks-giving parties
  • Halloween parties
  • Annual parties
  • Christmas parties

A Guide for Making Potluck Sign-Up Sheet

For the first time, planning a potluck can be a bit difficult. However, if you are a seasonal event planner, planning a potluck may be reasonably easy for you. Regardless of your level of experience, planning a potluck shouldn’t be difficult as long as you have the right tools to use.

One such tool to have when planning a potluck party is the potluck sign-up sheet template. The potluck sign-up sheet will help ensure that each guest brings a different food dish to the party. What would the host do with leftover food after the party when everyone brought the same dish? Using something as simple as a potluck sign-up sheet can help one avoid such situations.

Below is a step-by-step guide on creating a potluck template to help you when planning a potluck party.

Create a timesheet

One vital element to consider when planning any event is time. Create a timeline for the event to help ensure that everyone is on the same page.

Food items distribution

Identify the type of food you would like each guest to bring to the party and include them in the potluck sign-up sheet. Ensure that the food you identify goes with the potluck’s theme. For instance, if you are hosting a Thanksgiving party, you can include turkey, dessert, cranberry sauce, candied yams, green berry casserole, etc.  

List all non-food items

Other than the food, there are other items that you may need when hosting the party, usually depending on the type and size of the party. Create a list of all the non-food items you will need for the party. Each guest will choose an item from that list that they will bring to the party.  
Create a table with different sections for the food and non-food items. Name each section differently as bread, appetizers, main dishes, drinks, sides, desserts, etc.; you could create four columns in the table. Write the names section, followed by the dish, any dietary restrictions, and instructions about the food such as reheating, refrigeration required, etc.

Activities & games

Depending on the potluck’s theme, choose some fun activities to include in the potluck sign-up sheet that the guests will enjoy, such as card games, karaoke, a dance challenge, dart, ping pong table, etc.

Potluck instructions

Write down instructions on the potluck sign-up sheet that each guest has to follow, such as; the name of the guest attending the potluck, the food and non-food item they will bring to the party, and any other relevant details and notes they should know about the potluck.

Tip: Schedule a meeting with the guests and ask them what they’d like to bring to the potluck. If they are sending in their inputs via a google doc form, set a deadline.

Free Potluck Sign-up Sheet Templates

To make it much easier for you when planning a potluck event, we have free potluck sign-up sheet templates to download and use for all your events.

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    Potluck Party Checklist

    Coordinating a Potluck party shouldn’t be a challenging task. Below is a checklist to follow to help you coordinate your potluck party like an expert:

    • Facilitating guests: To properly coordinate the potluck party, it is essential to have all the guests on the same page. Compose a fact sheet template to help you provide the guests with the basic information they need to know about the party, such as the location, type of food, costume, etc.
    • Theme: Include a theme for the potluck to make it more attractive. To properly coordinate your potluck party, think of a theme, then plan the party around that theme.
    • Assigning tasks: If you plan to host a huge party, consider delegating the tasks to different individuals/groups to make it easy for you.
    • List of guests: Create a list of all the guests. Making a list will help when choosing the potluck’s venue.
    • Time and venue: Specify the date, time, and venue of the potluck. Make sure that the time and venue are convenient for all guests invited.  
    • Food labels: Make cardholders and food labels for the party. Since everyone will be bringing in different dishes at the potluck, it is important to have cardholders and food labels to help guests know which food is being served.
    • Kid segments: Consider kids who will be attending the party. If you anticipate kids attending the potluck party, it is mandatory to set aside a table for them and organize other fun activities for them while at the party.
    • Contingency plan: Have a contingency plan. Having a contingency plan is very important. It is common to have issues at any event. Creating time to think about possible issues that may arise is very important if you want the party to run smoothly. Have a “potluck party emergency bag” containing everything that you will need in the case of an emergency.


    There is a lot that goes into planning any event. To ensure that any event is a success, communication and timing must be put into consideration. Hosting a potluck party is no different. One has to ensure that the guests don’t bring in the same food, ensure that the timing is convenient for everyone, the venue is well planned and decorated appropriately. Using a potluck sign-up form, one can increase the chances of running a great party.

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