Easter brunch checklist: what to arrange and when

Planning an Easter brunch means more than buying eggs and setting out decorations. This checklist takes you from invitations and dietary requirements to shopping, food preparation, buffet setup and serving coffee. It also covers details that are easy to miss, such as keeping chilled food cold, separating diet dishes and bringing equipment to the venue. Work through the plan in order so the room, buffet and hot dishes are ready before guests arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Check dietary requirements
Check the shopping list
Do the shopping
2 people
Check stock and shelf life
2 people
Keep chilled products cool
2 people
Pre-boil the eggs
2 people
Wash and cut vegetables
2 people
Wash and divide fruit
2 people
Set out bread and toppings
2 people
Prepare decorations
2 people
Bring materials to the venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Lay tablecloths
2 people
Lay out crockery and cutlery
3 people
Set up buffet tables
3 people
Prepare coffee and tea
2 people
Prepare hot dishes
3 people
Arrange cold dishes
3 people
Mark diet dishes separately
Hang Easter decorations
2 people
Set up the reception table

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Escort guests to their table
2 people
Restock the buffet
2 people
Refill drinks
2 people
Collect used dishes
2 people
Remove crumbs and spills
Serve the Last Round of Coffee
2 people
Close the buffet
2 people

Aftercare

Pack food safely
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Collect and remove waste
2 people
Remove decorations
2 people
Check and store 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 45
Buffet tablesqty 3
Coat racksqty 2
Tableclothsqty 6

Tableware

Breakfast platesqty 50
Bowlsqty 50
Coffee cupsqty 50
Glassesqty 60
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pansqty 3
Cooking potsqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Toastersqty 2
Food warmersqty 4
Induction platesqty 2

Decorations

Easter branchesqty 3
Plastic Easter eggsqty 40
Easter garlandsqty 4
Flower arrangementsqty 6
Name badgesqty 50
Table decorationsqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Washing-up tubsqty 3
Cleaning clothsqty 12
Broomqty 2
Vacuum cleaner

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Create the final guest list at least 3 days before the brunch, then check each requirement against the menu.
Check stock and shelf life before shopping, especially for chilled products, bread toppings and fresh fruit. Keep chilled food in coolers until it is ready to serve rather than leaving it out during setup.
Prepare the time-consuming food the day before where possible: pre-boil the eggs, wash and cut vegetables, and wash and divide fruit. Store everything covered and chilled, and leave bread and toppings for the final setup.
Allow at least 60 minutes before guests arrive to ventilate the room, arrange tables and chairs, lay tablecloths, and place crockery, cutlery and serving utensils. Set up the buffet tables before preparing the final hot dishes.
Mark diet dishes separately and use dedicated serving spoons or tongs for them. Put coffee, tea, cups and glasses where guests can reach them without blocking the buffet line, and check that toasters, kettles and coffee machines have power.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send invitations 3 to 4 weeks before the brunch. Set a response deadline about 10 days before the event so you have time to process registrations, collect dietary requirements and create the final guest list.
What can I prepare the day before an Easter brunch?: Pre-boil the eggs, wash and cut vegetables, and wash and divide fruit the day before. Check the shopping list and stock at the same time, then keep prepared and chilled products refrigerated or in coolers until serving.
How much time do I need to set up an Easter brunch?: Allow at least 60 minutes for room ventilation, tables, chairs, tablecloths, crockery, cutlery and buffet tables. Add another 30 to 45 minutes if you also need to prepare hot dishes and arrange cold dishes on site.
When should I check dietary requirements for Easter brunch?: Collect dietary requirements with the registrations and check them again after the final guest list is complete, preferably 3 days before the brunch. Mark suitable dishes separately before guests arrive to avoid confusion at the buffet.

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