Potluck sign-up sheet

How many of each dish

Count households, not people. Most households bring one dish, and a full-size dish feeds 10 to 12 people when it sits next to others. For 25 to 30 guests, this mix works:

• 3 mains, because they are the hardest to fill
• 2 salads and 3 sides
• 3 desserts, and no more
• 2 drinks, plus ice
• 1 bread line and 1 line for plates, cups and napkins

For a smaller group of 12, halve it and drop the bread line. For 50 or more, double the mains first and the desserts last. People will bring dessert whether or not there is a slot for it.

What to ask people

Ask one thing: "What are you bringing?" A slot called Salads tells you a salad is coming. The answer "pasta salad" tells the next salad person to bring something green. If anyone in the group has a serious allergy, add a second question, "Does it contain nuts, gluten or dairy?", and say why in the sheet description.

Skip questions about serving sizes and recipes. Every extra field is a reason to close the tab and sign up later, which often means never.

When to send it

Two to three weeks ahead is right for most potlucks. Expect most sign-ups in the first day or two, then a slow trickle from people who meant to. Leave the sheet open until two days before, then close it so you know where you stand.

A reminder two days before gives people time to shop. A short one on the morning of is where you say "bring a serving spoon" and "label anything with nuts".

Small things that help

• Take a main yourself and sign up for it, so the sheet never looks empty of mains.
• Add an "Anything else" line with no limit for the person who just wants to bring cookies.
• If the plates line is still open a week out, buy them. It is cheaper than chasing.
• Put the start time and address in the sheet description, not in a reply to someone's comment.

A ready list

The list at the top of this page is the one most potlucks need. Paste it into Dibs and each line becomes a slot with its own limit. "Desserts x3" means three people can take it, and the fourth sees it marked full. If someone drops out, the first person on the waitlist moves up and gets an email. Guests sign up with a name and email, no account and no ads, and each one gets a link to swap dishes or cancel without messaging you.