Easter brunch checklist: what to arrange and when

An Easter brunch works best when the guest list, dietary requirements and menu are settled before you shop. This checklist takes you from invitations and portions to table layout, decorations, buffet setup and chilled drinks. It also covers the jobs that are easy to leave too late, such as boiling eggs, preparing toppings and checking serving equipment. Follow the plan in order, then use the final setup window to keep hot dishes hot and the room ready for guests.

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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
Determine the menu and portions
2 people
Check allergies
Make a shopping list
Make reservations
Arrange the table layout
Create a music playlist
Check decorations
Do the shopping
2 people
Store chilled products
2 people
Boil eggs
Wash and cut vegetables
2 people
Prepare bread and toppings
2 people
Prepare desserts
2 people
Set out clothing and materials
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Hang decorations
2 people
Set up the buffet
3 people
Prepare hot dishes
3 people
Chill drinks
Prepare coffee and tea
2 people
Place name tags
Mark allergens
Final safety check
2 people

Event

Welcome guests
2 people
Serve aperitifs
2 people
Open the brunch buffet
2 people
Refill the dishes
2 people
Refill drinks
Serve coffee and tea
2 people
Serve the dessert buffet
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Clear the buffet
3 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Remove decorations
2 people
Store leftover food
2 people
Check materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tableqty 2
Drinks table
Coat rack

Tableware

Dinner platesqty 55
Dessert platesqty 55
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Coffee spoonsqty 55
Cutlery setsqty 55
Serving utensilsqty 12
Serving plattersqty 10
Small serving plattersqty 8
Coffee potsqty 3
Teapotsqty 3

Decorations

Tableclothsqty 8
Easter branchesqty 4
Easter decorationsqty 30
Egg cupsqty 50
Name card holdersqty 50
Napkin ringsqty 50

Lighting

LED string lightsqty 3
LED candlesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 5
Chef's itemsqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Knivesqty 6
Frying pansqty 2
Baking dishesqty 4
Serving tongsqty 6
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Spongesqty 6
Hand soap dispensersqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before finalising the menu. Check every allergy separately rather than relying only on general vegetarian or vegan labels.
Plan portions by dish before making the shopping list. Allow roughly 2–3 drinks per guest during the first hour, then keep extra water and chilled drinks available throughout the brunch.
Finish cold preparation before guests arrive: boil the eggs, wash and cut vegetables, prepare bread and toppings, and make desserts in advance. Leave hot dishes for the final setup period.
Set the table and buffet with a clear flow: plates and cutlery first, then food, serving utensils and napkins. Count dinner plates, dessert plates, glasses and coffee cups against the confirmed guest number, plus a small spare margin.
Check practical equipment the day before, including tables, chairs, buffet furniture, hot trays, coolers, coffee machines and kettles. Chill drinks early and ventilate the room shortly before setting out decorations and food.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send invitations at least 3–4 weeks before the brunch. Set the registration deadline about 10–14 days beforehand so you can confirm numbers, allergies and dietary requirements before planning portions and shopping.
How much food and drink do I need for an Easter brunch?: Base food quantities on the confirmed guest count and the number of dishes on the menu. For drinks, plan around 2–3 per person for the first hour, then provide water, coffee, tea and additional chilled drinks for the rest of the brunch.
What can I prepare the day before an Easter brunch?: Prepare desserts, boil eggs, wash and cut vegetables, and prepare bread and toppings the day before. You can also check decorations, arrange the table layout and chill drinks, leaving hot dishes and final buffet setup for the event day.
When should I set up the Easter brunch table and buffet?: Set up tables, chairs, tableware and decorations several hours before guests arrive, if the room allows it. Put out the buffet and hot trays during the final 30–60 minutes, and chill drinks before that window so service does not become a last-minute task.

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.