Events · free template

Potluck Sign-Up Sheet

Coordinate a potluck without duplicate dishes: guests pick a course, name their dish and flag allergens as they sign up.

A ready-to-use registration & events form for event organisers, venues and community teams: 10 questions, 1 page, 3 conditional rules.

Questions
10
Pages
1
Layouts
classic · card
Time to complete
≈ 3 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Potluck sign-up sheet

Are you bringing a dish?
Does your dish contain common allergens?
Can you arrive early to help set up?

2 questions are hidden by conditional logic right now — change an answer above to reveal them.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Potluck Sign-Up Sheet is built for event organisers, venues and community teams who need to collect registrations, dietary needs and ticket choices in one pass.

  • Event organisers, venues and community teams working in registration & events.
  • Teams who need to collect registrations, dietary needs and ticket choices in one pass without writing code or paying for a custom build.
  • Anyone replacing headcounts that change hourly and no single attendee list with one structured record per enquiry.
  • Respondents are attendees, guests and speakers — the form asks them 10 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of headcounts that change hourly and no single attendee list and turns each submission into a record your team can act on immediately.

  • 3 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Potluck Sign-Up Sheet lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Are you bringing a dish?” is Yes, I'll bring a dish, the form dynamically exposes “Course you're bringing”. Otherwise that question never appears.
  • Features conditional validation: if “Are you bringing a dish?” is Yes, I'll bring a dish, “Dish name” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Does your dish contain common allergens?” is Yes, the form dynamically exposes “List the allergens”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Every potluck runs into the same problem: three people bring chips and nobody brings a main dish. This form fixes that by having guests declare a course before they name a dish, so the host can see at a glance whether mains, sides and desserts are covered. It asks how many people the dish serves, so a host who is short on mains can message specific guests instead of hoping. An allergen and ingredient note keeps the table safer for anyone with a restriction, and an optional note field lets guests mention if a dish needs to be kept warm, refrigerated or reheated on site. The form also captures whether the guest can arrive early to help set up, which turns one more task into something a host doesn't have to ask for separately. Because it's a plain sign-up rather than an RSVP, it assumes attendance is already settled — pair it with the RSVP Form first if you still need a headcount. Export responses by course to spot gaps quickly, and send a short reminder a day before with the running list so people don't unknowingly duplicate a dish.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Sign up

  • Full namerequired
  • Email addressrequired
  • Are you bringing a dish?required
  • Course you're bringing
  • Dish name
  • Servings it feeds
  • Does your dish contain common allergens?
  • List the allergens
  • Notes for the host (keep warm, refrigerate, etc.)
  • Can you arrive early to help set up?

10 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Are you bringing a dish?”

  • Reveals questions

    If “Are you bringing a dish?” is Yes, I'll bring a dish, the form reveals “Course you're bringing”.

  • Makes answers required

    If “Are you bringing a dish?” is Yes, I'll bring a dish, “Dish name” becomes required before the form can be submitted.

Driven by “Does your dish contain common allergens?”

  • Reveals questions

    If “Does your dish contain common allergens?” is Yes, the form reveals “List the allergens”.

Set it up step by step

  1. 1

    Ask for the course first

    Having guests pick a course before naming a dish is what actually prevents five desserts and no mains.

  2. 2

    Show the running list

    Share a live summary of who's bringing what so latecomers naturally fill the gaps instead of duplicating.

  3. 3

    Keep the allergen field short

    A one-line ingredient flag is enough for guests to make their own decisions at the table.

  4. 4

    Send a reminder the day before

    A short nudge with the current list catches anyone who forgot to sign up at all.

Mistakes to avoid

  • Letting everyone sign up for dessert because the form doesn't ask for a course first.
  • Not asking about allergens, which leaves guests guessing at the table.
  • Forgetting to confirm attendance separately when the guest list isn't already settled.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Check the course totals a day or two before the event and message anyone directly if a category is still empty.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the potluck sign-up sheet, matched on the words people actually search for.

Frequently asked questions

Do I need a separate RSVP form too?

Yes, if attendance isn't already confirmed — pair this with the RSVP Form so you know who's coming before you worry about who's bringing what.

How do I stop everyone bringing the same course?

The course dropdown is the key field; check submissions as they come in and message people directly if one course fills up too fast.

Can I use this for a recurring office potluck?

Yes — duplicate the form each month or keep one live form and clear responses after each event.

What if someone isn't bringing food?

Selecting "No, just attending" skips the dish fields entirely, so it still works as a lightweight headcount.

Is the Potluck Sign-Up Sheet template free to use?

Yes. You can preview and test Potluck Sign-Up Sheet on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Potluck Sign-Up Sheet template ask for?

It asks 10 questions across 1 page, 3 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Potluck Sign-Up Sheet form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this registration & events form work?

3 conditional rules ship with the template: Features advanced show logic: if “Are you bringing a dish?” is Yes, I'll bring a dish, the form dynamically exposes “Course you're bringing”. Otherwise that question never appears. Features conditional validation: if “Are you bringing a dish?” is Yes, I'll bring a dish, “Dish name” becomes mandatory before the form can be sent. Features advanced show logic: if “Does your dish contain common allergens?” is Yes, the form dynamically exposes “List the allergens”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Potluck Sign-Up Sheet form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Potluck Sign-Up Sheet form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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