Choose paper, PDF, a spreadsheet or an online sheet
Use paper when everyone can reach one noticeboard. Use PDF when the host will collect replies and write in names. Use a spreadsheet when one organizer needs to sort or edit the list. For guests claiming dishes themselves, use the online potluck signup; a downloaded file does not synchronize claims.
How to print or save a PDF
- Choose Community, Thanksgiving, Christmas, Office, Breakfast or Halloween and edit the dishes, guest names and notes directly in the sheet.
- Enter your event name and meeting place. Pick the date and serving time; the weekday appears automatically. Keep private contact details off a publicly displayed sheet.
- Select Print / Save as PDF. Choose your printer or your device’s Save as PDF destination.
- Use portrait orientation, Letter or A4 paper, and check the preview. Turn off browser headers and footers if they cover your sheet.
If the mobile print menu does not offer PDF, download the CSV or open this page in a desktop browser. Long lists continue onto another page with repeated column headings.
Open the template in Excel or Google Sheets
Select Download CSV. In Excel, open the downloaded file; if it appears in one column, import it through Data → From Text/CSV and select a comma delimiter. In Google Sheets, open a blank spreadsheet and use File → Import → Upload. Widen the columns and turn on text wrapping, then save in your preferred format. CSV does not retain colors or spreadsheet formatting.
To share a Google spreadsheet, set its sharing permissions deliberately. Anyone given editing access may be able to change other rows. The online signup tool is a better fit when guests should only claim available contributions.
Write rows that prevent duplicate dishes
Replace “food” with a dish and quantity, such as “vegetarian pasta — 8 main-dish servings.” If two guests should bring rolls, make two rows called “rolls — 12, batch 1” and “rolls — 12, batch 2.” Add serving spoons, drinks, ice, setup and cleanup instead of treating them as jobs someone will remember.
The ingredient column helps communication but does not certify a dish as safe for an allergy. Ask the cook directly about ingredients and preparation.
Need guests to sign up from different places?
Create a Thanksgiving or Friendsgiving sheet, a Christmas sheet or an office potluck sheet. Share its guest link and print the assigned list before your event. For planning the invitation, see the copy-ready invitation examples.