Easter brunch checklist: what to arrange and when

A relaxed Easter brunch depends on doing the practical jobs in the right order. Start with the guest list, invitations and dietary requirements, then build the menu and shopping list around the number of guests. In the final days, clear cold storage, prepare food that keeps well and check every table, chair and place setting. This checklist also allows time for baking, boiling eggs, chilling drinks and setting up the room 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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Create menu
2 people
Create a shopping list
Reserve tables and chairs
Check tableware
Clear the cold storage area
Check decorations
Wash table linens
Do the shopping
2 people
Chill drinks
Boil eggs
Wash vegetables
Bake cakes and muffins
2 people
Slice bread
Prepare salads
2 people
Preparing dips and sauces
Prepare table linen
Thoroughly clean the space
2 people
Ventilate the venue
Set up tables
3 people
Set out chairs
2 people
Lay table linen
2 people
Hang Easter decorations
2 people
Set up the buffet
3 people
Set out crockery and cutlery
2 people
Prepare coffee and tea
2 people
Set out cold drinks

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Serving food
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Collect used dishes
2 people
Serve dessert
2 people
Refill coffee and tea
Empty trash bins
See off guests
2 people

Aftercare

Clear the buffet
3 people
Store food safely
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the room
3 people
Take out the trash
2 people
Return borrowed items
2 people
Clean coolers
Wash table linens

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tablesqty 2
Service table

Tableware

Platesqty 40
Deep platesqty 35
Dessert platesqty 40
Coffee cupsqty 35
Water glassesqty 40
Wine glassesqty 35
Coffee spoonsqty 35
Forksqty 40
Knivesqty 40
Serving spoonsqty 10
Serving plattersqty 10
Salad serving bowlsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 5
Measuring cupsqty 2
Baking traysqty 4
Cake standsqty 3
Egg cupsqty 3
Bread basketsqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Thermos flasksqty 4
Extension cordsqty 2

Decorations

Easter branchesqty 3
Easter ornamentsqty 24
Tableclothsqty 5
Napkin ringsqty 32
Vasesqty 5
Tealight holdersqty 10
Easter eggsqty 30

Lighting

LED light stringsqty 3

Cleaning

Waste binsqty 3
Trash bag holder
Cleaning bucketqty 2
Mopqty 2
Broom
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm dietary requirements before finalising the menu. Even one missing vegetarian, vegan or allergy-friendly option can affect your shopping list and serving plan.
Check tables, chairs and tableware at least one week ahead. Count plates, glasses, cups, forks and knives for every guest, then add a small buffer instead of discovering shortages during setup.
Clear space in the refrigerator and chill drinks the day before. Use coolers or thermos flasks only after checking how much food and drink must stay cold during the brunch.
Prepare the food in stages: boil the eggs and wash vegetables ahead of time, then bake cakes and muffins, slice bread and make salads, dips and sauces close enough to serving for good texture.
Set up the room before the final food preparation begins. Put out tables, chairs and linen first, then arrange serving platters, salad bowls, bread baskets, egg cups and cake stands so the buffet does not become a last-minute job.

Frequently asked questions

When should I send Easter brunch invitations?: Send invitations at least three to four weeks before the brunch. Set an RSVP deadline about one week before the event so you can process registrations, confirm dietary requirements and shop accurately.
How much food should I prepare for an Easter brunch?: Plan the menu by guest count rather than buying a fixed amount for every dish. For drinks, allow two to three servings per person in the first hour, then adjust for the length of the brunch and the guests’ preferences.
What can I prepare the day before Easter brunch?: The day before, clear cold storage, chill drinks, boil eggs, wash vegetables, bake cakes and muffins, and prepare dips or sauces that keep well. Leave delicate salads, sliced bread and final table setup as close to serving time as practical.
How early should I set up for Easter brunch?: Begin room setup at least two hours before guests arrive. Allow time to clean and ventilate the space, place tables and chairs, lay the linen, arrange tableware and finish the food without rushing.

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