PTA and PTO
Teacher appreciation week, planned in one sign-up sheet
Give each day its theme, list what you need for the staff lunch and the breakroom, and let families claim a contribution. Everyone sees what’s covered, so the teachers don’t get five fruit trays and no coffee.
Free for 3 open sheets. No ads, and no account needed for the people signing up.
Teacher appreciation week is usually the first full week of May in the US, and the PTA or room parents plan it in about two weeks. It means a theme for each day, a staff lunch or breakfast, small gifts, and a few volunteers to set up and clean the staff lounge.
A teacher appreciation week sign-up sheet turns that into a list of slots with a number on each: drinks for Monday’s coffee bar, 6 main dishes for Wednesday’s lunch, 2 people to decorate the lounge. Families pick what suits their budget and schedule, and you can see what’s left.
How it works
- 1
Make a slot for each day’s need
Use the date on each slot, such as “Tue May 5, coffee bar: creamers and pastries”. A five-day week usually has 10 to 20 slots.
- 2
Put a number on each item
Six main dishes, 4 salads, 2 dessert trays, 3 setup helpers. Anyone trying to take a full item joins the waitlist instead.
- 3
Ask for details in the note
Set the note label to “What are you bringing?” so you can check for allergies and avoid five lasagnas.
- 4
Share with families and staff
One link goes in the newsletter. Give each slot a drop-off time and families get an email reminder beforehand, so the lunch shows up.
What the sheet looks like
| Slot | Day | Needed | Note |
|---|---|---|---|
| Coffee bar: creamers and pastries | Mon, May 4 | 4 | Drop at the office by 7:45 |
| Classroom flowers (one stem per family) | Tue, May 5 | 25 | Kids bring them in |
| Staff lunch: main dish | Wed, May 6 | 6 | Serves 8–10 |
| Staff lunch: salad or side | Wed, May 6 | 6 | Label allergens |
| Lounge setup and cleanup | Wed, May 6 · 10:30–1:30 | 3 |
Popular daily themes
Pick themes that need different things from families, so no single day carries the whole week:
- Monday: coffee bar or breakfast in the staff lounge.
- Tuesday: flower day, where each child brings one stem for a class bouquet.
- Wednesday: catered or potluck staff lunch.
- Thursday: handwritten notes from students.
- Friday: snack cart or gift card collection run through the PTA.
Include the staff who get missed
Count the custodians, office staff, cafeteria team, aides, and specialists when you set food quantities. Ask the office for a headcount and allergy list before you open the sheet, and put dietary needs in the description without naming anyone.
Make yours in a couple of minutes
The starter sheet opens with example slots filled in. Change the dates and names, then share the link.
Questions
When is teacher appreciation week?
In the US it’s usually the first full week of May, and National Teacher Day is the Tuesday of that week. Check your school calendar, because some districts move it.
Can classroom parents run one sheet per class?
Yes. Each room parent can make their own sheet. On the School / league plan, the PTA owns the account and invites room parents as organisers, so every class sheet is in one place.
Can families sign up for more than one day?
Yes, unless you turn on one sign-up per email. Most PTAs leave it off for appreciation week, because generous families like to cover several days.
How do I thank everyone afterwards?
Export the sign-ups to a CSV to get every name and email, then send a thank-you from your PTA email or newsletter.