Easter activity checklist: what to arrange and when

An Easter activity needs more than eggs and decorations. You need to coordinate registrations, dietary information, volunteers, crafts, a scavenger hunt and a shared brunch without leaving setup until the last minute. This checklist puts the work in a practical order, from choosing the date and venue to opening the doors and checking each activity. Use it to see what needs booking early, what can be prepared the day before and what must happen on the event morning.

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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

Set the date and program
2 people
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Develop Easter scavenger hunt
2 people
Prepare crafts
3 people
Check game materials
2 people
Order Easter eggs
Do the shopping
3 people
Wash fresh fruit
2 people
Prepare snacks
4 people
Prepare Easter brunch
4 people
Create allergen chart
Lay out name badges
Set up the treasure hunt
3 people
Open venue
2 people
Set up tables and chairs
4 people
Set up craft tables
3 people
Hang up decorations
3 people
Set up the cloakroom
2 people
Check scavenger hunt
2 people
Set out craft materials
3 people
Set up buffet
4 people
Chill drinks
2 people
Lay out crockery and cutlery
2 people
Set up the reception desk
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Explain the program
Lead the Easter scavenger hunt
5 people
Facilitate craft activities
4 people
Supervise children's activities
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Serve Easter brunch
4 people
Restock the buffet
3 people
Supervise music and games
2 people
Serve dessert
2 people
Say goodbye to visitors
3 people

Aftercare

Collect materials
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Remove decorations
2 people
Collect lost and found items
Return materials
2 people
Clean coolers and crates
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat rack
Buffet tablesqty 3

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 10
Pitchersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 6
Egg boiling pansqty 2
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6

Decorations

Easter branchesqty 4
Easter decorationsqty 30
Tableclothsqty 8
Paper garlandsqty 6
Reusable Easter eggsqty 80
Easter basketsqty 20

Equipment

Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4
Flip chart
Markersqty 8

Sports equipment

Conesqty 20
Hoopsqty 6
Soft ballsqty 8

Cleaning

Waste binsqty 6
Cleaning spongesqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Hand broomsqty 3

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Allow at least 2–3 weeks for registrations, then leave time to collect dietary requirements and assign volunteer roles.
Plan the scavenger hunt around the venue and test every clue before guests arrive. Prepare one complete set of materials plus a small reserve in case an egg, basket or game item goes missing.
Prepare craft tables with materials grouped by activity rather than putting everything in one box. Set out one workspace per small group and keep extra supplies aside for late arrivals.
Order Easter eggs and check food quantities after registrations close. Wash fresh fruit, prepare snacks and create the allergen chart no later than the day before the activity.
Give venue setup a clear sequence on the morning: open the venue, arrange tables and chairs, prepare the cloakroom, decorate, set out crafts, check the hunt and finish the buffet. Keep at least 60–90 minutes for this work before guests arrive.

Frequently asked questions

How far in advance should I organise an Easter activity?: Start 3–4 weeks before the event. Book the venue and set the programme first, then send invitations and close registrations early enough to plan food, volunteers and materials.
How many volunteers do I need for an Easter activity?: For a small group, plan at least 1 volunteer for every 8–10 children, plus one person coordinating food and timing. Add cover if the scavenger hunt and crafts run at the same time.
When should I prepare the Easter brunch?: Prepare shelf-stable food and serving equipment the day before. Wash fruit, prepare snacks and set up the buffet on the event day, allowing at least 30 minutes before serving.
How long does setup take for an Easter activity?: Allow 60–90 minutes for a prepared venue. Tables, chairs, craft stations, decorations, the cloakroom, scavenger hunt and buffet each need checking before the doors open.

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.