Breakfast campaign checklist

A breakfast campaign needs more than food on the table. You need to lock in the venue, permissions and suppliers before you promote the event, then track registrations, dietary requirements and volunteer cover. In the final days, check stock, collect fresh produce and keep chilled items cold. On the morning itself, allow time for food preparation, buffet setup, payment equipment and a clear volunteer briefing.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Check permits
2 people
Reserve suppliers
2 people
Create promotional materials
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Make menus and signs
2 people
Check stock
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Keep chilled products cool
2 people
Prepare bread and toppings
4 people
Wash and cut fruit
3 people
Boil and prepare eggs
3 people
Prepare coffee and tea
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up the buffet and serving area
4 people
Hang up decorations
2 people
Lay out crockery and cutlery
2 people
Set up cash register and payment methods
2 people
Display allergen information
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Take orders
3 people
Serve breakfast dishes
5 people
Refill drinks
2 people
Restock the buffet
3 people
Clear tables
3 people
Collect waste and packaging
2 people
Close the register
2 people

Aftercare

Safely clear away food scraps
3 people
Wash the dishes and kitchenware
4 people
Clear tables and chairs
4 people
Clean the venue
4 people
Remove decorations
2 people
Store materials dry
3 people
Return borrowed items
2 people
Take out the trash
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Cash desk table
Tableclothqty 10

Tableware

Breakfast platesqty 80
Bowlsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee cupsqty 70
Drinking glassesqty 80
Serving traysqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Extension cordsqty 4
Power stripsqty 4
Cash register
Payment terminal

Decorations

Menu boardsqty 4
Table numbersqty 8
Buntingqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the date and location before sending invitations, and check permit requirements early enough to resolve issues before promotional materials go out.
Close registration with enough time to collect dietary requirements and assign volunteers. Give each volunteer a specific area, such as drinks, buffet service, payments or clearing tables.
Check equipment and stock at least 2–3 days before the campaign. Coffee machines, kettles, hot trays, coolers, extension cords and payment equipment are easy to overlook until setup starts.
Prepare items with different lead times: wash and cut fruit and prepare toppings ahead, but keep chilled products in coolers until needed. Make allergen information visible at the buffet rather than leaving it with one organiser.
Create a morning setup order that keeps people moving: clean the venue, place tables and chairs, build the serving area, lay out crockery and cutlery, then brief volunteers before guests arrive.

Frequently asked questions

How far in advance should I organise a breakfast campaign?: Start planning at least 4–6 weeks ahead. Confirm the date and location first, then allow time for permits, supplier reservations, promotion, registrations and volunteer assignments.
When should I collect dietary requirements for a breakfast campaign?: Ask for dietary requirements during registration and set a clear deadline, ideally 7–10 days before the event. Use the final numbers to prepare menu and allergen information.
How much coffee and tea do I need for a breakfast campaign?: Plan around 2–3 hot drinks per person for the first hour, then adjust for the expected event length. Check that you have enough coffee machines, kettles, cups, power strips and extension cords for simultaneous service.
When should I prepare the breakfast buffet?: Complete venue cleaning and furniture setup before food arrives. Prepare fruit, eggs, bread and toppings in the final preparation window, and put chilled products out as late as possible so they remain cold.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.