Easter brunch checklist: what to arrange and when

Planning an Easter brunch means more than buying eggs and putting out decorations. You need a clear head count, dietary information, enough tableware, and a schedule for food that can be prepared ahead. This checklist takes you from confirming the date and venue to setting the tables and serving coffee, tea, bread, toppings, cakes and quiches. Use it to avoid the jobs that are easy to leave until the last morning.

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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

Confirm date and location
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Check the shopping list
2 people
Reserve tableware and materials
Create the program and menu
Prepare name badges
2 people
Check Easter decorations
Check stock of non-perishable products
Do the shopping
3 people
Keep fresh produce cool
2 people
Boil eggs
2 people
Prepare cakes and quiches
3 people
Wash the vegetables and fruit
2 people
Set out sandwich toppings
2 people
Prepare the coffee and tea station
2 people
Clean the venue and toilets
3 people
Set up tables and chairs
4 people
Set the tables
3 people
Hang Easter decorations
2 people
Set out the dishes and cutlery
3 people
Set out bread and toppings
3 people
Finish hot dishes
3 people
Set up fruit and salads
2 people
Make coffee and tea
2 people
Clearly place diet dishes
2 people

Event

Welcome guests
3 people
Open the brunch buffet
2 people
Serve dishes and coffee
4 people
Refill drinks
2 people
Clear buffet and tables
3 people
Hand out Easter eggs
2 people
Collect tableware
3 people
Package food safely
2 people

Aftercare

Sort and remove waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Remove decorations
2 people
Distribute leftover food
2 people
Return materials
2 people
Dry coolers and tableware
2 people
Do the final trash round

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Tableclothsqty 6
Stoolsqty 4

Tableware

Breakfast platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 20
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12
Bread basketsqty 6
Serving plattersqty 10
Serving trays with lidsqty 4
Butter dishesqty 3
Egg cupsqty 45
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Whiskqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Decorations

Easter branchesqty 4
Easter egg decorationsqty 40
Table decorationsqty 6
Name badgesqty 50
Menusqty 6
Markersqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2
Waste binsqty 4
Kitchen towelsqty 8
Dishwasher cratesqty 3

Catering

Groceries

Tips

Confirm registrations before you shop, then check dietary requirements against the menu. This prevents last-minute substitutions and gives you a reliable number for plates, cups, glasses and chairs.
Reserve tableware and equipment early, especially breakfast plates, coffee cups, serving platters, thermos flasks, coffee machines and kettles. Count place settings against the confirmed guest list rather than estimating.
Do the non-perishable shopping first and buy fresh fruit and vegetables close to the brunch. Keep fresh produce cool, and allow enough fridge or cooler space before you bring everything home.
Prepare eggs, cakes and quiches ahead where possible, but leave washing and cutting delicate fruit and vegetables until nearer serving time. Set out sandwich toppings, bread baskets and serving spoons together so the buffet is easy to replenish.
Build in setup time for tables, chairs, tablecloths, decorations and the coffee station. Check extension cords, kettles and coffee machines before guests arrive, and keep the toilets and venue clean before the first table is set.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send invitations about 3 to 4 weeks before the brunch. Set the registration deadline at least 7 days before the event so you can confirm numbers, dietary requirements and tableware.
How many plates and cups do I need for an Easter brunch?: Plan at least 1 breakfast plate and 1 coffee cup per guest, plus 10% extra for breakage or replacements. For 20 guests, prepare 22 plates and 22 cups, along with enough forks, knives and spoons.
What can I prepare the day before an Easter brunch?: Boil the eggs and prepare cakes and quiches the day before when the recipes allow it. You can also check decorations, arrange serving dishes and stock non-perishable products, leaving fresh produce and final table setting for the event day.
When should I set up the Easter brunch tables?: Start setting up the room 2 to 3 hours before guests arrive. Put out tables, chairs and tablecloths first, then set plates and cutlery; prepare the coffee and tea station closer to serving time so drinks stay hot.

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