Office potluck sign-up sheet (free, printable and editable)
An office sheet for a team lunch where dishes travel on public transport and there is one microwave. 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, 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
- Cold or room-temperature main (wraps, pasta bake, quiche)
- Slow-cooker main (bring it plugged in)
- Vegetarian main
Sides: 3 suggested
- Rice or noodle dish
- Dips with vegetables and crackers
- Sandwiches or sliders, cut in halves
Salads: 2 suggested
- Pasta or grain salad
- Green salad, dressing separate
Desserts: 3 suggested
- Brownies, cookies or bars (individually portioned)
- Cupcakes
- Fruit platter
Drinks: 2 suggested
- Soft drinks and sparkling water
- Juice or iced tea
Supplies: 3 suggested
- Plates, napkins and cutlery
- Cups, ice and serving spoons
- Allergen cards or sticky labels
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
- Free potluck sign-up sheet
- Friendsgiving sign-up sheet
- Thanksgiving potluck sign-up sheet
- Christmas potluck sign-up sheet
- Church potluck sign-up sheet
Related guides
- Office potlucks: one link instead of the reply-all thread
- How to plan an office potluck people actually enjoy
What are good dishes for an office potluck?
Dishes that travel well, can be served cold or at room temperature, and do not need cutlery beyond a fork: wraps, pasta salads, dips, brownies, fruit. Avoid anything that needs the single microwave at noon.
How do I handle allergies at work?
Ask everyone to write allergens in the dietary notes column and to put a label in front of their dish on the day. Include vegetarian and gluten-free options, and keep nuts clearly marked. Do not rely on people remembering a colleague's allergy.
Should an office potluck be voluntary?
Yes. Make it clear that people can attend without bringing a dish, or contribute drinks or supplies instead. Not everyone can cook or afford to bring food, and the sheet has a supplies section for that reason.
How do I share the sheet with a team?
Print it and pin it where the team gathers, or download the CSV and import it into Google Sheets or Excel so colleagues can edit the shared copy. For a live link where people claim dishes on their phones, see the online section below.
How many dishes do I need for 20 people?
Roughly 10 to 12 dishes: two or three mains, three or four sides, two salads, three desserts, plus drinks. The sheet starts from that shape.