A trunk-or-treat only works if enough families sign up to decorate their cars. The organiser’s job is to recruit hosts, assign spaces, and make sure everyone knows when to arrive. This sign-up sheet keeps all of it on one page, with a header that looks like the actual car park and a table where every host claims a numbered space.
Painted Bays Across the Top
The sheet is US Letter size, 8.5 x 11 inches. The header is dark asphalt grey with bright yellow parking bay lines and yellow numbers from 1 to 8, just like a freshly painted car park. TRUNK-OR-TREAT is set in white Bangers lettering, with RESERVE YOUR PARKING SPACE in spaced yellow capitals underneath.
Below the header, two writing lines collect the event date and set-up time. The main table follows, with a dark header row in yellow lettering and pale cream stripes. Its columns are Space, Family/host, Trunk theme, Phone, and Arrive by, with thirteen numbered rows ready to fill in. An orange-outlined TRUNK RULES box sits under the table, and a row of candy corn triangles lines the bottom of the page above the OTO logo.
Using the Sign-Up Table
The table is the editor’s Table object, so it is easy to adapt. Click a cell to type, and use the Table options to add rows for big events or remove them for small ones. Typical changes include:
- Adding rows to match the number of spaces in your car park.
- Adding a Treat type column so you know how many hosts bring allergy-friendly treats.
- Pre-filling space numbers for accessible spaces or spaces near the entrance.
- Replacing Arrive by with Set-up slot if hosts arrive in waves.
Planning the Car Park Layout
Good layouts keep children safe and the queue moving. Plan the layout before you send the sign-up sheet, so the space numbers mean something.
| Layout | How it works | Best for |
|---|---|---|
| Single row | Cars parked side by side, trunks facing one walkway | Up to 15 cars |
| Two facing rows | Trunks face each other across a central walkway | 15 to 40 cars |
| U-shape | Cars form a horseshoe with entry and exit at the open end | Small car parks |
| Loop | A one-way walking loop through several rows | Large events with 40+ cars |
Mark each space with a numbered cone or chalk number on the ground, and keep a fire lane clear.
The Trunk Rules Box
The sample rules ask hosts to park nose-in with the trunk facing the walkway, to avoid open flames and fog machines, to bring enough wrapped candy for about 300 visitors, and to stay until the end. Edit them to suit your event. Other rules organisers often include:
- Engines off for the whole event, and no moving cars until the end.
- Decorations must not block the walkway or other trunks.
- No scary masks or jump scares near the young children’s area.
- Wrapped, shop-bought treats only.
- Please take all decorations and rubbish home.
How Much Candy Should Hosts Bring?
Trunk-or-treat events often draw more visitors than expected. A rough rule is to expect each child to visit every trunk once, so each host needs one treat per visiting child. For a church or school event with 200 children, each host needs at least 200 pieces, plus extra for siblings and repeat visits. The sample suggests about 300 visitors, a sensible number for a mid-sized community event. Encourage hosts to keep some treats back in case of a late rush.
Recruiting Trunk Hosts
Many families love the idea of trunk-or-treat but need a nudge to sign up. Share the sheet with a friendly message explaining the date, the set-up time, and how much fun the decorating is. Pin it up at church, at the school office, or in the community centre, with a pen on a string. Post photos of last year’s best trunks to inspire new hosts, and mention the Best Decorated Trunk award if you are running one. A few early sign-ups usually encourage the rest.
Customising the Sheet
All text is editable. Change the title for a Trunk or Treat Fest, Fall Fest Car Show, or Halloween Car Park Party. The asphalt header and its painted bays are a single group; recolour the lines to white for a different look or change the numbers. The table colours can be changed in the Table options, and the candy corn footer is one group you can recolour or remove. Fonts are Bangers and Montserrat, free Google Fonts.
On the Day
- Arrive early and mark the spaces with cones and numbers.
- Have a volunteer at the car park entrance with the completed sign-up sheet.
- Direct each host to their space as they arrive.
- Do a final walk-through before opening to check walkways and decorations.
- Close the car park to traffic for the duration of the event.
Paper Copies and Digital Sign-Ups
Download the PDF and print on plain letter paper. The dark header prints well on most printers; recolour it to a lighter grey to save toner on large print runs. For a digital sign-up, share the PNG or PDF by email and fill in the table in the editor as hosts reply.
Sign-Up Sheet Questions
Should hosts dress up too?
It is not required, but costumed hosts make the event much more fun, and many families match their costumes to their trunk theme.
How many trunks do I need?
About one trunk for every 10 to 15 expected children keeps queues short.
Can families share a space?
Yes. Two families can share a trunk; write both names in the host column.
Can I use the sheet for a car show?
Yes. Change the columns to make, model, and owner, and it works for any car event.
What if more people sign up than I have spaces?
Start a waiting list on a second copy of the sheet, and fill spaces as people drop out.
Add your date, number the spaces, and share the sheet. A full car park of decorated trunks is only a sign-up away.
