Bake sale sign up sheet: who brings what, with allergens

Everyone brings brownies and nobody brings drinks. A paper sheet cannot warn you. A form shows the mix early, with allergens listed. I would rather fix the gaps a week before the sale than on the morning.

Who is it for?

Parent groups, PTAs, charities and clubs that run a sale for a day or a weekend. Families sign up themselves, or hand the form to their AI.

What should the baker tell me?

Name and contact, the type of treat, a short description and about how many pieces. Allergens are a tick list, so you can print a label sheet. A drop-off time and a table shift help you staff the day.

A baker's AI might ask: "What will you bake?" Then "Does it contain nuts, milk or eggs?" Then "When can you drop it off?" It shows the answers and sends only after a yes. See agent-fillable forms.

How do I balance the table?

Open the CSV and sort by treat type. If cookies crowd the list, ask the group for savoury items or drinks. Keep the allergen column beside each item for labels. See forms for schools and forms for nonprofits. Find longer-term table helpers with a volunteer application form, or run a sale for a club with a student club sign-up.

Questions

How do I print allergen labels for the table?

Sort the CSV by baker and copy the allergen column next to each item description. Print it as a sheet for the table, and ask bakers to label their own items too.

Can I cap the number of cakes?

Not by type. The form cannot limit one choice. Read the CSV as it fills and message the group about gaps, or set max_responses to cap the total number of bakers.

What if a baker drops out?

They send the form again or tell you directly. Keep a status column in your own sheet and mark the row of anyone who cancels.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Bake for our sale",
  "description": "Tell us what you will bring so the table has a good mix. Please list every allergen.",
  "fields": [
    {
      "id": "baker_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "baker_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "baker_phone",
      "label": "Phone, if you prefer a text",
      "type": "phone"
    },
    {
      "id": "treat_type",
      "label": "What type of treat?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Cookies",
        "Brownies or bars",
        "Cupcakes",
        "Cake or loaf",
        "Bread or rolls",
        "Savoury bites",
        "Drinks",
        "Something else"
      ]
    },
    {
      "id": "treat_description",
      "label": "What will you bake?",
      "type": "short_text",
      "required": true,
      "help": "For example lemon bars or cheese scones.",
      "max_length": 200
    },
    {
      "id": "pieces_brought",
      "label": "About how many pieces?",
      "type": "number",
      "min": 1,
      "max": 200
    },
    {
      "id": "allergen_list",
      "label": "Which of these does it contain?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Peanuts",
        "Tree nuts",
        "Milk",
        "Eggs",
        "Wheat or gluten",
        "Soy",
        "None of these"
      ]
    },
    {
      "id": "will_label_items",
      "label": "I will label my items with ingredients",
      "type": "checkbox"
    },
    {
      "id": "dropoff_time",
      "label": "When can you drop it off?",
      "type": "single_choice",
      "options": [
        "The evening before",
        "The morning of the sale",
        "At the start of the sale"
      ]
    },
    {
      "id": "table_shift",
      "label": "I can also help at the table during",
      "type": "multi_choice",
      "options": [
        "Morning",
        "Lunchtime",
        "After school"
      ]
    },
    {
      "id": "baker_comments",
      "label": "Anything else we should know",
      "type": "long_text",
      "max_length": 400
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Bake for our sale","description":"Tell us what you will bring so the table has a good mix. Please list every allergen.","fields":[{"id":"baker_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"baker_email","label":"Your email","type":"email","required":true},{"id":"baker_phone","label":"Phone, if you prefer a text","type":"phone"},{"id":"treat_type","label":"What type of treat?","type":"single_choice","required":true,"options":["Cookies","Brownies or bars","Cupcakes","Cake or loaf","Bread or rolls","Savoury bites","Drinks","Something else"]},{"id":"treat_description","label":"What will you bake?","type":"short_text","required":true,"help":"For example lemon bars or cheese scones.","max_length":200},{"id":"pieces_brought","label":"About how many pieces?","type":"number","min":1,"max":200},{"id":"allergen_list","label":"Which of these does it contain?","type":"multi_choice","required":true,"options":["Peanuts","Tree nuts","Milk","Eggs","Wheat or gluten","Soy","None of these"]},{"id":"will_label_items","label":"I will label my items with ingredients","type":"checkbox"},{"id":"dropoff_time","label":"When can you drop it off?","type":"single_choice","options":["The evening before","The morning of the sale","At the start of the sale"]},{"id":"table_shift","label":"I can also help at the table during","type":"multi_choice","options":["Morning","Lunchtime","After school"]},{"id":"baker_comments","label":"Anything else we should know","type":"long_text","max_length":400}]}'

JSON definition

json

{
  "title": "Bake for our sale",
  "description": "Tell us what you will bring so the table has a good mix. Please list every allergen.",
  "fields": [
    {
      "id": "baker_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "baker_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "baker_phone",
      "label": "Phone, if you prefer a text",
      "type": "phone"
    },
    {
      "id": "treat_type",
      "label": "What type of treat?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Cookies",
        "Brownies or bars",
        "Cupcakes",
        "Cake or loaf",
        "Bread or rolls",
        "Savoury bites",
        "Drinks",
        "Something else"
      ]
    },
    {
      "id": "treat_description",
      "label": "What will you bake?",
      "type": "short_text",
      "required": true,
      "help": "For example lemon bars or cheese scones.",
      "max_length": 200
    },
    {
      "id": "pieces_brought",
      "label": "About how many pieces?",
      "type": "number",
      "min": 1,
      "max": 200
    },
    {
      "id": "allergen_list",
      "label": "Which of these does it contain?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Peanuts",
        "Tree nuts",
        "Milk",
        "Eggs",
        "Wheat or gluten",
        "Soy",
        "None of these"
      ]
    },
    {
      "id": "will_label_items",
      "label": "I will label my items with ingredients",
      "type": "checkbox"
    },
    {
      "id": "dropoff_time",
      "label": "When can you drop it off?",
      "type": "single_choice",
      "options": [
        "The evening before",
        "The morning of the sale",
        "At the start of the sale"
      ]
    },
    {
      "id": "table_shift",
      "label": "I can also help at the table during",
      "type": "multi_choice",
      "options": [
        "Morning",
        "Lunchtime",
        "After school"
      ]
    },
    {
      "id": "baker_comments",
      "label": "Anything else we should know",
      "type": "long_text",
      "max_length": 400
    }
  ]
}

Bake sale sign up sheet that tells you who brings what