Easter brunch checklist: what to arrange and when

A smooth Easter brunch depends on more than choosing a menu. You need time to collect dietary requirements, confirm the room, prepare food in stages and set up a buffet that works for the number of guests. This checklist takes you from the guest list to the final restroom and entrance check. Use it to see what needs ordering, what can be prepared the day before and what should wait until the last hour.

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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
Confirm venue and room
Arrange extra tables and chairs
Finalize menu and dietary options
Check the shopping list
Do the shopping
2 people
Store non-perishable groceries
Wash and iron table linen
Check the decorations and tableware
Boil eggs
Prepare cakes and quiches
2 people
Wash and cut fruit
Set out bread and toppings
Chill drinks
Set up the coffee and tea station
Set up tables and chairs
3 people
Set table linen
2 people
Set out the tableware and cutlery
2 people
Hang Easter decorations
2 people
Set up buffet
3 people
Finish hot dishes
2 people
Check the restroom and entrance
Set up waste stations

Event

Welcome guests
2 people
Serve coffee and tea
2 people
Open the brunch buffet
Assign diet meals
Keep the buffet and tables tidy
2 people
Refill drinks
Collect used dishes
2 people
Serving dessert and Easter eggs
2 people
See off guests
2 people

Aftercare

Pack food safely
2 people
Collect and sort waste
2 people
Wash the dishes and kitchenware
3 people
Take down tables and chairs
3 people
Clean the venue and kitchen
3 people
Remove decorations
2 people
Store materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Buffet tableqty 2
Coat rack

Tableware

Breakfast platesqty 36
Pastry platesqty 36
Bowlsqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 36
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 10
Serving tongsqty 6

Kitchen

Plate racksqty 2
Serving plattersqty 10
Bread basketsqty 4
Coffee potsqty 3
Thermos flasksqty 3
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 2

Decorations

Tableclothsqty 5
Napkin holdersqty 5
Easter branchesqty 3
Easter decorations
Vasesqty 5
Tealight holdersqty 10

Catering

Groceries

Tips

Start the guest list and invitations early enough to collect registrations and dietary requirements before finalising the menu. Set a clear reply deadline, then confirm special options rather than guessing what guests can eat.
Plan the food in two groups: prepare cakes, quiches and boiled eggs ahead of time, then leave fruit cutting, bread and toppings, hot dishes and buffet finishing for the event day. This prevents delicate food from drying out or losing freshness.
Count tableware by guest before setup, including breakfast plates, pastry plates, bowls, cups, glasses and cutlery. Add serving spoons, tongs and platters separately so guests are not forced to use eating utensils at the buffet.
Set up coffee and tea as its own station with coffee pots or machines, kettles, cups, thermos flasks and a clear place for used items. Chill drinks before guests arrive and keep water jugs easy to reach from the tables.
Do the final room check in the last hour: tables and chairs stable, linen in place, Easter decorations secure, buffet ready, and the restroom and entrance clean. Check extension cords and keep walkways clear before food is brought out.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send them at least 3 to 4 weeks before the brunch. Give guests a reply deadline about 10 to 14 days before the event so you can confirm numbers and dietary requirements before shopping.
What can I prepare the day before an Easter brunch?: Prepare cakes and quiches, boil the eggs, wash table linen and check decorations and tableware the day before. Store non-perishable groceries and chill drinks when there is enough refrigerator or cooler space.
How much tableware do I need for an Easter brunch?: Plan one breakfast plate, pastry plate, bowl, cup, water glass and full set of cutlery per guest, then add a small reserve for drops or unexpected guests. Count serving spoons, tongs, platters and bread baskets separately from guest place settings.
When should I set up the Easter brunch buffet?: Set up tables, linen, tableware and the buffet before the final hot dishes are ready. Put out bread, toppings, fruit and other prepared items shortly before guests arrive, and finish hot dishes last so they stay warm.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.