BringList

Potluck sign-up sheet and planner

A potluck works when the dishes balance out. Without a sign-up sheet you get seven desserts and one main. Use the calculator to see how many of each dish you need for your headcount, then share a live sign-up sheet so guests can claim a slot.

Everyone sees what’s taken and what’s still open, so nobody has to coordinate it in the group chat.

How much do you need?

Change the guest count and the list updates.

Main food
Main dish2
Sides & snacks
Side dish3
Salad2
Bread or rolls20
Desserts
Dessert2
Drinks
Soft drinks & seltzer (cans)40
Water (bottles)30
Ice (10 lb bags)2
Gear & equipment
Serving spoons & tongs8
Extension cord for slow cookers1
Plates & disposables
Plates30
Napkins60
Cups40
Cutlery sets24
Leftover containers (pack)1
Other
Dish labels & a marker1
Share this list with my group

Rules of thumb for a typical get-together, rounded up. Adjust for your crowd.

Rules of thumb

Dishes
When there’s plenty of other food, one dish feeds about 8 to 10 people. That works out to roughly one main per 10 guests, one side per 7, and one dessert per 10.
The basics
Ask the host or a couple of volunteers to cover what isn’t a “dish”: drinks, ice, plates, cutlery and serving spoons.
Labels
Ask everyone to label their dish with its name and common allergens like nuts, dairy, gluten and shellfish.
Balance
If more than a quarter of guests are vegetarian, make sure at least one main is vegetarian.

Planning timeline

  1. Two weeks before

    • Send the sign-up link with the date, time and whether there’s an oven or outlets to use.
    • Mention dietary needs so people can plan dishes.

  2. One week before

    • Check the balance. If desserts fill up faster than mains, change the quantities.
    • Nudge anyone who hasn’t claimed yet.

  3. The day before

    • Send the reminder message from the plan.
    • Set out serving spoons, trivets and an extension cord for slow cookers.

  4. On the day

    • Set up the table in order: mains, sides, bread, then desserts at a separate spot.
    • Keep hot food at 140°F or above and cold food cold.

Tips from people who’ve done it

  • Use quantities for slots. “Main dish ×3” lets three people claim one each and shows when it’s full.
  • Ask people to bring dishes ready to serve, with their own serving spoon.
  • Mark dishes confirmed the day before so you know what’s actually coming.
  • Keep a few containers for leftovers so guests can take food home.

Common questions

How many dishes do I need for a potluck of 30?

Roughly 3 mains, 5 side dishes, 3 salads and 3 desserts, plus bread, drinks and ice from the host. The calculator above adjusts this for any headcount.

What should the host provide at a potluck?

Usually drinks, ice, plates, cups, cutlery, napkins and serving utensils, plus the space and a way to keep food warm or cold.

How do I make a potluck sign-up sheet?

Start a plan, add each dish slot with how many you need, and share the link. Guests open it on their phone, claim a dish and everyone sees the update within seconds.