Christmas brunch checklist: what to arrange and when

A Christmas brunch needs more than a menu: guests must confirm, dietary requirements need checking, and hot and cold food have to meet at the same time. This checklist takes you from confirming the date and location to setting the tables and serving breakfast dishes. It also covers the items that are easy to overlook, such as separate allergen portions, enough coffee equipment, chilled produce and safe extension-cord placement. Work through the plan in order and leave the final day for preparation and setup.

Organize this event for free with Lizzt

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
Determine menu and quantities
2 people
Reserve tables and chairs
Check dishes and glassware
2 people
Check decorations
Finalize shopping list
Do the shopping
2 people
Store non-perishable groceries
2 people
Keep fresh produce cool
2 people
Prepare Christmas decorations
2 people
Prepare bread and pastries
2 people
Wash and cut vegetables
2 people
Boil eggs
Make spreads and salads
2 people
Pack allergens separately
Clean the room
2 people
Set up tables
4 people
Set up chairs
3 people
Set the tables
3 people
Hang decorations
2 people
Test lighting and music
2 people
Prepare hot dishes
3 people
Set up buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people

Event

Guest reception
2 people
Open the brunch buffet
2 people
Refill the dishes
2 people
Refill drinks
2 people
Refill coffee and tea
Collect used dishes
2 people
Serve dessert and Christmas cake
2 people
See off guests
2 people

Aftercare

Pack food safely
2 people
Collect waste
2 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Check and store the materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Breakfast platesqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 36
Knivesqty 40
Forksqty 40
Teaspoonsqty 40

Kitchen

Serving spoonsqty 8
Bread knivesqty 3
Cutting boardsqty 4
Mixing bowlsqty 5
Serving plattersqty 10
Serving trays with lidsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 5
Christmas napkinsqty 40
Christmas garlandsqty 4
Christmas arrangementsqty 5
Christmas baublesqty 30

Lighting

LED string lightsqty 4
LED candlesqty 12

Cleaning

Waste binsqty 3
Dishpanqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Collect dietary requirements when guests register, not a few days before brunch. Keep allergen-sensitive food packed separately and label it before everything goes on the buffet.
Work out quantities after registrations close. For a brunch lasting around three hours, plan the menu by guest count and allow extra bread, pastries and coffee for late arrivals and second servings.
Buy non-perishable groceries first and store them together, then shop for fresh produce closer to the event. Keep cut vegetables, salads and other chilled items cool until serving.
Check tableware before setting the room: dinner plates, breakfast plates, coffee cups, water glasses, wine glasses, cutlery and serving spoons all need to be available at the same time.
Test coffee machines, kettles, hot trays, lighting and music before guests arrive. Put extension cords and power strips where they cannot become a trip hazard, especially around the buffet table.

Frequently asked questions

When should I send Christmas brunch invitations?: Send invitations at least 4 weeks before the brunch and set a registration deadline about 10 days before it. That gives you time to confirm numbers, collect dietary requirements and calculate food quantities.
How much food do I need for a Christmas brunch?: Base quantities on the final guest count and the planned menu, then allow roughly 10% extra for second servings. Include enough bread and pastries for the full brunch period and prepare hot dishes close to serving time.
What should I prepare the day before a Christmas brunch?: Prepare decorations, wash and cut vegetables, boil eggs, and make spreads and salads the day before when suitable. Buy or prepare bread and pastries, store non-perishables, and keep fresh ingredients chilled overnight.
How early should I set up for a Christmas brunch?: Start room setup at least 2 hours before guests arrive. Set up tables and chairs first, then the buffet, table settings and decorations; test equipment and prepare hot dishes last so they stay warm.

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.