Easter brunch checklist: what to arrange and when

A good Easter brunch depends on a few details being settled before anyone arrives: guest numbers, dietary requirements, the venue layout and the food order. This checklist takes you from invitations and registrations to shopping, food preparation and room setup. It also covers the easy-to-miss jobs, such as labelling special-diet dishes, checking serving equipment and leaving time to ventilate the room before setting the tables.

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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
Reserve venue
Reserve tables and chairs
Determine menu and quantities
2 people
Confirm registrations
Place the bakery order
Check the shopping list
Do the shopping
2 people
Put away groceries
2 people
Set out non-perishable items
Boil eggs
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Portion bread and spreads
2 people
Prepare the coffee and tea station
Label diet dishes
Open venue
2 people
Ventilate room
Set up tables
4 people
Set up chairs
3 people
Lay festive tables
3 people
Hang Easter decorations
2 people
Set up buffet
3 people
Set out cold dishes
2 people
Prepare hot dishes
3 people
Chill drinks
2 people
Make coffee and tea
2 people
Place allergen labels

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Escort guests to their table
2 people
Restock the buffet
3 people
Refill drinks
2 people
Collect used dishes
2 people
Refill coffee and tea
Handle the final buffet round
2 people
See off guests
2 people

Aftercare

Pack food safely
2 people
Sort and dispose of waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2

Tableware

Platesqty 60
Bowlsqty 48
Coffee cupsqty 48
Water glassesqty 60
Wine glassesqty 48
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Serving plattersqty 10
Small bowlsqty 12
Bread basketsqty 4
Coffee potsqty 4
Teapotsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3
Storage binsqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 6
Easter branchesqty 4
Easter decorationsqty 20
Flower arrangementsqty 6
Name badgesqty 50
Menusqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor mopsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline before ordering food. Use the final confirmed guest count to calculate portions and pass dietary requirements to the bakery or other suppliers.
Do the shopping only after checking the list against the menu and equipment you already have. Put chilled and frozen items away promptly, and keep serving supplies together so they are easy to find on setup day.
Prepare the jobs that hold well ahead of time, such as boiling eggs, washing vegetables, making salads and portioning bread and spreads. Leave delicate finishing work and buffet arrangement for the event day.
Plan the coffee and tea station separately from the buffet. Allow space for coffee pots, teapots, cups, kettles, water glasses and waste, and check that extension cords and power strips reach safely.
Open and ventilate the venue before arranging the room. Set up tables and chairs first, then lay the festive tables, place decorations and build the buffet so the serving flow is not blocked.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send invitations about 3 to 4 weeks before the brunch, with a clear registration deadline. Ask guests to provide dietary requirements when they register, then confirm the final attendance about 7 days before the event.
How much food should I order for an Easter brunch?: Base quantities on the confirmed number of guests rather than early replies, and add roughly 10% for small changes or second servings. Finalise the menu and bakery order after registrations close, ideally 5 to 7 days before the brunch.
When should I prepare the food for an Easter brunch?: Boil eggs, wash and cut vegetables, and prepare salads as early as the recipe allows, usually the day before. Portion bread and spreads ahead of time, then set out perishable food and complete the buffet on the event day.
How long before guests arrive should I set up the Easter brunch venue?: Open the venue at least 2 hours before guests arrive. Use the first 30 minutes to ventilate and position furniture, then allow about 60 to 90 minutes for tables, chairs, table settings, decorations, the coffee station and buffet.

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