How to Organize a Potluck Effortlessly with Google Forms and Sheets

Planning a potluck can be overwhelming — coordinating guests, tracking dishes, and avoiding duplicate sign-ups is a challenge. Luckily, Google Forms and Google Sheets offer a simple and effective way to organize contributions, monitor responses, and share updates with attendees.

In this guide, we’ll show you how to:

• ✅ Use a Potluck Sign-Up Google Form to collect RSVPs and dish contributions.
• ✅ Export responses to Google Sheets for easy tracking.
• ✅ Share a view-only link so guests can see what’s already being brought.

Step 1: Create or Copy a Potluck Sign-Up Google Form

Instead of managing sign-ups manually, you can create a structured Google Form where guests can:

• RSVP for the event.
• Select a dish category (appetizer, main course, dessert, etc.).
• Enter their dish name to avoid duplicates.
• Note dietary restrictions for inclusive meal planning.
• Sign up for essential supplies (plates, napkins, utensils).

💡 Tip: You can create a new form manually using Google Forms, or save time by copying our Free Potluck Sign-Up Form Template (click the link and select "Use Template").

Step 2: Collect Responses and Export to Google Sheets

Once guests start filling out the form, you can view and manage responses efficiently:

1. Open your Google Form.
2. Go to the Responses tab.
3. Click the "Link to Sheets" button 📊.
4. Google Sheets will automatically store all responses in an organized table, updating in real-time.

Now, you have a centralized list of attendees, dish types, and supply contributions, making it easy to track event details.

💡 Tip: You can link a form manually using already created Google Sheets planner — Free Potluck Sign-Up Planner Template (click the link and select "Use Template").

Step 3: Share a View-Only Link for Guests

To ensure everyone can see the list of dishes and avoid duplicates, share the Google Sheets link with view-only access:

1. Open the Google Sheet linked to your form.
2. Click Share in the top-right corner.
3. Under "General Access," select "Anyone with the link" → "Viewer".
4. Copy and share the link with attendees via email, chat, or event invitations.

💡 Why View-Only?

• Guests can see what others are bringing but cannot edit or delete entries.
• They can confirm their own submission and make sure it was recorded correctly.
• No accidental changes or mismanagement — only the host can modify the data.

Step 4: Monitor and Manage Event Details

With your Google Sheets tracker, you can:

• ✔ Check guest participation (who has RSVP’d and what they’re bringing).
• ✔ Identify missing categories (if no one signed up for drinks, for example).
• ✔ Send reminders to guests who haven’t signed up yet.

💡 Bonus Tip: Enable email notifications for new responses in Google Forms (click the Responses tab → Three-dot menu → "Get email notifications for new responses"). This way, you’ll always stay updated.

A Stress-Free Potluck Planning Experience

Using Google Forms and Sheets makes potluck coordination faster, easier, and more organized. Guests can sign up in seconds, and hosts can monitor everything in real time without managing endless messages.

✨ Try it now! Copy our Potluck Sign-Up Form and start planning your perfect potluck today!