Christmas brunch checklist: what to arrange and when

A Christmas brunch runs smoothly when guest numbers, dietary requirements and portions are settled before you shop or set the tables. This checklist takes you from confirming the date and location to setting up the buffet, coffee station and festive tables. It also covers the jobs that are easy to leave too late, such as chilling drinks, preparing eggs and labelling diet meals. Use the sequence to keep preparation manageable and avoid last-minute kitchen work.

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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
Record menu and portions
2 people
Make reservations
Check tableware and equipment
2 people
Determine the table layout
Check the shopping list
Do the shopping
2 people
Chill drinks and fresh products
2 people
Set out Christmas decorations
Wash and cut vegetables
2 people
Boil and cool eggs
Portion the Christmas bread and stol
Prepare dessert and yogurt
2 people
Ventilate and check the room
Set up tables and chairs
3 people
Lay festive tables
3 people
Hang decorations
2 people
Set up the coffee and tea station
2 people
Set up the cold buffet
3 people
Prepare hot dishes
3 people
Label diet meals separately
Check the buffet and toilets
2 people

Event

Welcome guests
2 people
Serve coffee and tea
2 people
Open the brunch buffet
2 people
Restock the buffet
2 people
Refill drinks
Clear used dishes
2 people
Serve dessert and coffee
2 people
See guests off
2 people

Aftercare

Pack leftovers safely
2 people
Collect and sort waste
2 people
Wash dishes and kitchen equipment
3 people
Clear tables and chairs
3 people
Clean the venue and kitchen
3 people
Remove decorations
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Buffet tablesqty 2
Coat rack

Tableware

Breakfast platesqty 36
Cake platesqty 36
Coffee cupsqty 36
Water glassesqty 36
Wine glassesqty 36
Knivesqty 36
Forksqty 36
Teaspoonsqty 36
Serving plattersqty 10
Serving tongsqty 6
Serving spoonsqty 6
Butterfly netsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 5
Frying pansqty 2
Baking dishesqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Coolersqty 3
Extension cordsqty 3

Decorations

Table runnersqty 5
Christmas arrangementsqty 5
Christmas baublesqty 30
Christmas garlandsqty 4

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 3
Bucketsqty 2
Spongesqty 6
Tea towelsqty 12

Catering

Groceries

Tips

Confirm registrations and dietary requirements before recording portions or buying food. Allow at least 3–5 days before the brunch to chase guests who have not replied.
Prepare cold items the day before where possible: wash and cut vegetables, boil and cool the eggs, portion the Christmas bread and stol, and prepare the dessert and yogurt. Keep everything covered and refrigerated.
Chill drinks and fresh products for at least 6 hours before serving. If refrigerator space is limited, use coolers and add ice shortly before guests arrive.
Set up the coffee and tea station separately from the cold buffet, with cups, teaspoons, kettles or coffee machines, and a clear place for used dishes. This prevents a queue at the food tables.
Label diet meals separately and check the buffet, toilets, room ventilation and table layout before opening. Do this 30–45 minutes before guests arrive, when there is still time to fix missing items.

Frequently asked questions

How far in advance should I send Christmas brunch invitations?: Send invitations at least 3–4 weeks before the brunch, especially if it takes place during a busy holiday period. Set the reply deadline 7–10 days before the event so you can confirm portions and dietary requirements.
When should I buy food for a Christmas brunch?: Buy shelf-stable ingredients and drinks 3–5 days ahead, then buy fresh products 1–2 days before serving. Chill drinks and fresh products for at least 6 hours before the brunch.
How much food should I prepare for a Christmas brunch?: Record portions after registrations are complete and add roughly 10% extra for shared buffet items. For drinks, plan around 2–3 servings per person during the first hour, then adjust for the length of the brunch.
When should I set up the Christmas brunch buffet?: Set out tables, chairs and decorations on the day itself, then arrange the cold buffet and coffee station 30–45 minutes before guests arrive. Prepare hot dishes as close to serving time as your equipment allows.

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