Sort by course, not by person
Mains, sides, desserts, and drinks is the structure most groups understand without explanation. Set a number for each and let people choose.
Three mains, three sides, three desserts, and two drinks feeds fifteen to twenty people comfortably.
Ask for the dish in the note
A category tells you the shape of the meal. The note tells you the meal. Ask people to write what they are bringing when they claim a spot.
It also catches duplicates before they happen, which is the main reason these sheets exist.
Say what the kitchen can do
If there is no oven, or one small one, say so in the details. It changes what people choose to bring.
Mention whether there is fridge space. Anything that needs to stay cold for three hours is a real constraint worth naming.
The same goes for power outlets and counter space. A slow cooker needs both, and two of them need more than most rooms have.
Common questions
- How much food should each person bring?
- Enough to serve six to eight, which is one standard dish or tray. If the group is larger than thirty, ask for double portions on the mains rather than adding more categories.
- Can I limit how many people take one category?
- Yes. Each slot has a number, and the sheet shows how many spots are left. Once a category fills, it shows as full and nobody can add to it.
- How do I make sure there is something for vegetarians?
- Add a slot named for it rather than hoping. A row that says vegetarian main gets claimed. A general request in the details does not. One vegetarian main and one vegetarian side covers most groups, and everyone else eats them too.