Free potluck sign-up sheet (printable, PDF and CSV)
A general potluck sheet for any group meal. It has fields for event name, date, host and location, and a table with four columns: Dish, Category, Name and Dietary notes. It comes pre-filled with 16 suggested rows across mains, sides, salads, bread, desserts, drinks and supplies, and you can edit, add and remove any row in your browser. Print it, save it as a PDF in US Letter or A4 (in colour or black and white to save ink), or download your rows as a CSV, or the blank sheet as an Excel file; both open in Excel, Numbers and Google Sheets. It is free, with no sign-up and no email address.
By Mel Schembri, founder of GetLadle · Last updated 19 October 2026.
Mains: 3 suggested
- Main dish (hot, serves 8 to 10)
- Main dish (hot, serves 8 to 10)
- Vegetarian main
Sides: 3 suggested
- Roast or steamed vegetables
- Potato, rice or pasta side
- Baked beans or mac and cheese
Salads: 2 suggested
- Green salad with dressing on the side
- Grain or pasta salad
Bread: 1 suggested
- Rolls, cornbread or flatbread
Desserts: 2 suggested
- Cake, pie or traybake (pre-sliced)
- Cookies, bars or fruit platter
Drinks: 2 suggested
- Soft drinks and sparkling water
- Juice, tea or coffee
Supplies: 3 suggested
- Plates, napkins and cutlery
- Cups and ice
- Serving spoons and containers for leftovers
Dietary notes column
Common labels to write in the dietary notes column: vegetarian, vegan, gluten-free, dairy-free, egg-free, contains nuts, contains shellfish, contains alcohol.
Run it online instead
A paper or spreadsheet sheet works when you can pass it round. If you would rather send one link, GetLadle runs the same potluck as an online event: you list the categories you need, guests open the link on their phone, RSVP and claim a dish by typing in what they are bringing, without needing an account.
Everyone can see which dishes have been claimed, so duplicates show up before anyone cooks them. Each claimed dish can carry dietary flags such as vegetarian or gluten-free, and guests can share their own dietary needs when they RSVP. Events are free on every plan, with a cap on the number of guests.
Feast Mode is a $59.99 CAD one-time paid add-on for hosts who run bigger events. It includes a printable sign-up sheet that fills itself in from the live event: the claimed dishes, who is bringing them and their dietary notes, with blank rows for the rest. The free sheet on this page does not need it.
More sign-up sheets
- Friendsgiving sign-up sheet
- Thanksgiving potluck sign-up sheet
- Christmas potluck sign-up sheet
- Office potluck sign-up sheet
- Church potluck sign-up sheet
Related guides
- What to bring to a potluck
- How much food to make for a crowd
- How to coordinate a potluck without duplicate dishes
- GetLadle for potlucks
- Potluck sign-up apps compared
How many dishes does a potluck need?
A rough guide is one dish for every two guests, with a spread of mains, sides, salads and desserts so the table does not end up as eight desserts. Our how-much-food guide has per-person amounts. This sheet starts with enough rows for about 15 to 20 people; add rows for more.
How do I stop everyone bringing the same thing?
Ask people to write their dish on the sheet before they cook, and set the category counts first (for example three mains, four sides). A paper sheet only works if it is passed round; a shared link that shows what is already claimed works better for larger groups.
Is the sign-up sheet really free?
Yes. You do not need an account or an email address to edit, print, save as a PDF or download as a CSV. Your edits stay in your browser on your own device.
Can I use this in Google Sheets?
Yes. Download the Excel file, then in Google Sheets choose File, then Import, and upload it (or upload it to Google Drive and open it from there). The CSV download works the same way and carries the rows you have edited here, with the columns Category, Dish, Name and Dietary notes. Excel and Numbers open both files directly.
What should go in the dietary notes column?
Anything a guest with an allergy or diet needs to know before they take a serving: vegetarian, vegan, gluten-free, dairy-free, contains nuts, contains shellfish. If a dish contains a major allergen, write it down even if it seems obvious.