How to plan a potluck

Every potluck host learns the same two lessons: unmanaged potlucks converge on chips, and the host who tracks dishes by text becomes a full-time switchboard. Both problems have the same fix — make the menu visible and claimable, then get out of the way.

Get the quantities right

Work from headcount, not vibes. The ratios that hold up in practice: one main dish per 6 guests, one side or salad per 8, one dessert per 10, one 2-liter or jug per 4. Round up on sides and down on desserts — desserts always over-deliver. For 30 people that’s roughly 5 mains, 4 sides, 3 desserts, 7 drinks.

Categories beat a free-for-all

Don’t ask “bring something” — ask for slots in categories: mains, sides & salads, desserts & drinks, and (crucially) supplies. Plates, ice, cups, and serving spoons are the items everyone assumes someone else has covered. Once categories have counts, guests self-balance: nobody claims the fourth dessert when the sheet shows mains sitting empty.

Prevent duplicates without policing

Ask people to name their dish when they sign up. Seeing “Maria — lasagna” on the sheet is what stops the second and third lasagna, and it costs the host nothing. For events with a fixed canon — Thanksgiving is the extreme case — list the canonical dishes as their own slots (here’s that template) so cranberry sauce gets claimed exactly once.

Handle the last 48 hours automatically

The failure window is the two days before: someone gets sick, someone forgets. This is where a real signup sheet earns its keep over a spreadsheet — cancellations free the slot visibly (or auto-promote a waitlist), reminders go out without you sending them, and everyone can fix their own signup from their confirmation email instead of texting you.

The potluck template has the categories and ratios built in — edit the dishes, publish, and drop one link in the group chat. No ads, no accounts for your guests.