Easter celebration checklist for a care facility

An Easter celebration in a care facility needs more planning than a simple table setting. You need a confirmed room, an accurate participant list, dietary information and enough time to arrange accessible seating and clear walkways. This checklist takes you from invitations and catering to the Easter table, buffet, drinks, music and guest welcome. Use it to check what must be booked early and what can be prepared on the day.

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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 venue
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Reserve meal and catering
Check the shopping list
2 people
Do the shopping
2 people
Sort decorations
2 people
Check the space and walkways
2 people
Prepare music playlist
Chill drinks
2 people
Prepare snacks
3 people
Prepare Easter table
2 people
Set up tables
3 people
Set up chairs and wheelchair spaces
3 people
Set up the buffet
3 people
Lay out crockery and cutlery
2 people
Hang decorations
3 people
Test music and microphone
2 people
Set out name badges
2 people
Display allergen information clearly

Event

Welcome guests
4 people
Serve coffee and tea
3 people
Lead the Easter story or celebration
2 people
Lead music and sing-alongs
2 people
Distribute snacks
3 people
Refill drinks
2 people
Open the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Serve coffee and dessert
3 people
Say goodbye to guests
3 people

Aftercare

Collect tableware
3 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean the room
3 people
Collect and remove waste
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Check and clean toilets
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Stoolsqty 4

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Drinking glassesqty 70
Knivesqty 60
Forksqty 60
Spoonsqty 60
Teaspoonsqty 60

Kitchen

Serving spoonsqty 8
Soup bowlsqty 6
Serving traysqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Coolersqty 3

Decorations

Easter branchesqty 4
Easter eggs for decorationqty 60
Easter flagsqty 4
Artificial flowersqty 12
Vasesqty 6
Name badgesqty 60

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 6
Cleaning cart
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the date and room before sending invitations, then allow enough time to process registrations and collect dietary requirements. Use the final participant list to brief catering and plan seating.
Check the room at least one day before the celebration. Leave clear walkways, reserve wheelchair spaces at the tables and make sure the buffet can be reached without steps or tight turns.
Prepare allergen information before food arrives and display it clearly beside the relevant dishes. Do not rely on guests or care staff to identify ingredients from memory.
Set up the buffet with serving spoons, trays, plates and cutlery before guests arrive. Keep hot food warm, chill drinks in advance and place coffee, tea and water where they are easy to reach.
Finish the Easter table and decorations before the welcome period starts. Test the music and microphone, put out name badges and check that chairs, tables and wheelchair spaces have not shifted.

Frequently asked questions

How far in advance should I send Easter celebration invitations to a care facility?: Send invitations about 4 weeks before the celebration so residents, families and staff have time to respond. Close registrations at least 7 days before the event, giving you time to confirm numbers and dietary requirements.
When should I collect dietary requirements for a care facility Easter celebration?: Ask for dietary requirements with the registration and check them again when the participant list is final. Give the confirmed information to the caterer at least 5 to 7 days before the meal.
How early should I set up the room for an Easter celebration?: Complete the room check and most of the furniture setup at least 2 hours before guests arrive. Set up the buffet, decorations, name badges and tableware during that window, then reserve the final 30 minutes for testing music and welcoming staff.
How many wheelchair spaces should I plan for at the Easter celebration?: Plan one accessible space for every registered wheelchair user, based on the final participant list. Keep each space connected to a clear walkway and check the arrangement again immediately before guests enter.

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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.