Christmas brunch checklist: what to arrange and when

A Christmas brunch works best when the guest count, dietary requirements and menu are settled before you shop. This checklist takes you from invitations and registrations to the final buffet, coffee station and table setup. Plan cold-storage space for fresh food, collect bread and pastries close to serving time, and prepare dishes in stages rather than all at once. Use the final day for fresh groceries, chilled drinks and the details guests notice first.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Record the menu and recipes
2 people
Arrange the table layout
Check the shopping list
2 people
Do the shopping
2 people
Clear away non-perishable groceries
Pick up fresh groceries
2 people
Check dishes and glassware
Clear the cold storage area
Reserve cakes and bread
Collect bread and pastries
Wash the vegetables and fruit
2 people
Boil eggs
Prepare salads
2 people
Prepare hot dishes
3 people
Chill drinks
Set up the coffee and tea station
Set up tables and chairs
4 people
Set the tables
3 people
Hang decorations
2 people
Set up the buffet and dessert table
3 people
Clearly mark allergens
Set up the reception desk

Event

Welcome guests
3 people
Serve the aperitif and drinks
2 people
Open the brunch buffet
2 people
Top Up Hot Dishes
2 people
Refill drinks
2 people
Clear dishes and glasses
2 people
Serve dessert
2 people
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Cool food safely
2 people
Collect and sort waste
2 people
Wash dishes and glassware
3 people
Clean the buffet and kitchen
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the floor and restroom facilities
2 people
Distribute leftover food
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Small platesqty 36
Bowlsqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 36
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 12
Serving boardsqty 6
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Pansqty 4
Baking dishesqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Thermos flasksqty 4

Decorations

Tableclothsqty 7
Napkinsqty 60
Christmas arrangementsqty 5
Christmas lightsqty 3
Name badgesqty 36

Cleaning

Waste binsqty 3
Bucketsqty 2
Mopsqty 2
Spongesqty 6

Catering

Groceries

Tips

Set a guest deadline at least 7 days before the brunch. Use the final number to confirm portions, seating, plates, cups and glasses instead of shopping from an estimate.
Write down dietary requirements as soon as guests register, then match them to specific dishes. Keep separate serving spoons and clearly mark alternatives before the buffet opens.
Reserve cakes, bread and pastries several days ahead if they are central to the menu. Collect them on the day or the day before so they do not compete for cold-storage space.
Check tableware and equipment at least 3 days before serving: count dinner and small plates, bowls, coffee cups, glasses, serving utensils, coffee machines, kettles and hot trays.
Create a final setup sequence for the last 2 hours: set tables and decorations first, chill drinks, finish salads and hot dishes, then put out the buffet and dessert table just before guests arrive.

Frequently asked questions

How far in advance should I send Christmas brunch invitations?: Send invitations 3 to 4 weeks before the brunch and set the reply deadline 7 days before it. That leaves enough time to process registrations, collect dietary requirements and confirm the final number of guests.
When should I buy food for a Christmas brunch?: Buy non-perishable groceries about 3 to 5 days ahead and clear a dedicated cold-storage area before fresh shopping. Pick up fresh groceries, bread and pastries no earlier than 1 day before serving, unless the item keeps longer.
How much tableware do I need for a Christmas brunch?: Count one dinner plate, one small plate, one bowl, one coffee cup, one water glass and one set of cutlery per guest, then add 10% spare pieces. Plan extra serving spoons, platters, tongs and boards for every buffet dish.
When should I set up a Christmas brunch buffet?: Set up tables, chairs and the tablecloths several hours before guests arrive. Finish the buffet and dessert table within the final 30 minutes, after hot dishes are ready and drinks have been chilled.

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.