Brunch checklist: organise everything in the right order

A brunch runs smoothly when guest numbers, dietary requirements and food quantities are settled before you shop. This checklist takes you from confirming the date and venue to setting out the buffet and welcoming guests. It also covers details that are easy to leave too late, such as chilled storage, separate dietary options and testing the coffee equipment. Work through the plan in order, then use the final guest count to adjust food, seating, crockery and drinks.

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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
Send invitations
Process registrations
Collect dietary requirements
Count the final number of guests
Check Menu and Quantities
2 people
Confirm reservations
Check tableware stock
2 people
Do the shopping
2 people
Store groceries refrigerated
2 people
Wash and cut fruit
2 people
Boil eggs
Portion out sandwich toppings
2 people
Prepare snacks
2 people
Test coffee equipment
Check the venue
2 people
Set up tables and chairs
3 people
Set tables
3 people
Set up buffet tables
3 people
Set out bread and toppings
2 people
Set out fruit and yogurt
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Mark dietary options separately

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Serve coffee and tea
2 people
Restock the buffet
2 people
Refill drinks
Collect used dishes
2 people
Answer allergen information questions
Clear away the last buffet round
2 people
See off guests
2 people

Aftercare

Clear buffet and tables
3 people
Wash dishes
3 people
Package food safely
2 people
Sort and take out waste
2 people
Clean the venue
3 people
Check and store the materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 3
Tableclothqty 6

Tableware

Breakfast platesqty 50
Bowlsqty 50
Coffee cupsqty 50
Drinking glassesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 8
Serving spoonsqty 6
Butter knivesqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Toastersqty 2
Coolersqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Bread basketsqty 6
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Decorations

Menu cardsqty 8
Name badgesqty 50

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Confirm registrations and dietary requirements before buying food. Use the final guest count to check portions, seating, plates, cups, glasses and cutlery rather than estimating from the invitation list.
Shop early enough to refrigerate everything before preparation starts. Fruit, yogurt, drinks and other chilled items need clear fridge or cooler space, so do not leave storage until the last hour.
Prepare foods with different lead times. Wash and cut fruit, boil eggs and portion spreads ahead of setup, while bread, toppings and buffet platters can be arranged closer to guest arrival.
Test coffee machines, kettles and toasters before guests arrive, including power access and serving space. Prepare coffee and tea equipment while drinks are chilling so the welcome period does not depend on one last setup task.
Label dietary options separately and place the labels where guests can see them. Set out serving tongs and spoons for each dish, and keep a waste bin nearby so used napkins and packaging do not collect on the buffet.

Frequently asked questions

How far in advance should I send brunch invitations?: Send invitations at least 3 to 4 weeks before the brunch. Set a clear registration deadline about 7 days before the event so you have time to collect dietary requirements, confirm reservations and calculate quantities.
When should I buy food for a brunch?: Buy shelf-stable groceries and supplies 2 to 3 days ahead, then buy fresh bread, fruit and other short-life items 1 day before. Refrigerate chilled food as soon as you return and check that there is enough space for drinks and prepared dishes.
How much food and drink should I plan per brunch guest?: Plan roughly 2 to 3 bread portions, 1 to 2 eggs and 2 to 3 pieces of fruit per guest, adjusting for the menu. Allow 2 to 3 drinks per person during the first hour, plus coffee or tea and extra water throughout the brunch.
When should I set up a brunch buffet?: Begin tables, chairs and buffet setup about 60 to 90 minutes before guests arrive. Put chilled food out as late as possible, ideally within 30 minutes of serving, while coffee, tea and room-temperature items can be prepared earlier.

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