Easter celebration checklist: what to arrange and when

An Easter celebration is easier to run when the guest list, food and room setup are settled in stages. Start by confirming the date and location, then collect registrations and dietary requirements before you plan the buffet. In the final days, check tableware, decorations and game materials, shop for fresh food, and chill drinks. On the day, leave time for hiding eggs, finishing desserts, setting up the buffet and preparing coffee and tea.

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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
Send invitations
Process registrations
Collect dietary requirements
Share program
Choose Easter games
2 people
Make reservations
Check stock
Finalize shopping list
Check decorations
2 people
Set out game materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Hide Easter eggs
3 people
Prepare cakes and desserts
3 people
Wash and cut vegetables
3 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up buffet and drinks tables
3 people
Hang decorations
3 people
Set up sound equipment
2 people
Finish the buffet dishes
4 people
Set up the coffee and tea station
2 people
Lay out crockery and cutlery
2 people
Set up the reception table
2 people
Carry out the final safety check
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Open Easter program
Supervise Easter games
4 people
Supervise Easter egg hunt
4 people
Open the buffet
2 people
Serve the buffet
4 people
Refill drinks
2 people
Keep tableware and tables tidy
2 people
Serve coffee and tea
2 people
Serve the dessert buffet
2 people
Provide music
See guests off
2 people

Aftercare

Pack leftovers safely
3 people
Collect waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
4 people
Remove decorations
3 people
Put furniture back
3 people
Count and store materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat rack

Tableware

Platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 55
Cutlery setsqty 60
Serving spoonsqty 10

Decorations

Easter tableclothqty 8
Easter buntingqty 4
Artificial flowersqty 12
Easter figurinesqty 10
Decorative eggsqty 30
Napkin holdersqty 8
Name badgesqty 60
Tealight holdersqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Serving bowlsqty 10
Serving plattersqty 8
Aluminum foilqty 2
Food storage containersqty 12

Game materials

Plastic Easter eggsqty 60
Easter basketsqty 12
Easter game cardsqty 6
Chalkqty 2

Lighting

LED light stringsqty 4
Battery lanternsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you finalize the shopping list. Use the confirmed guest count to estimate plates, glasses, cutlery and dessert portions.
Reserve the venue, tables or other services before sharing the final program. Keep a short contact list for anyone responsible for food, games, sound or room access.
Do the main shopping close enough to the event that vegetables, desserts and drinks are fresh, but allow at least 2 hours to chill drinks and organize the buffet.
Prepare cakes, desserts, washed vegetables and other make-ahead food before guests arrive. Leave only the final buffet dishes and serving platters for the last setup period.
Set up the room in a fixed order: tables and chairs first, then decorations, buffet and drinks tables, crockery, the reception table and sound equipment. Hide the Easter eggs only after cleaning and before guests enter.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Confirm the date and location at least 3 to 4 weeks ahead, especially if you need reservations. Send invitations soon after so registrations and dietary requirements are available before shopping.
How much food should I prepare for an Easter celebration?: Base portions on the confirmed guest count and add about 10% extra for buffet items. Plan separate options for every dietary requirement you receive, rather than relying on guests to find suitable food themselves.
When should I set up the Easter buffet?: Set up tables, buffet surfaces and crockery during the final 2 to 3 hours before guests arrive. Finish hot or freshly prepared dishes closer to serving time, while desserts and cold items can be arranged earlier.
When should I hide Easter eggs for the celebration?: Hide the eggs after the venue has been cleaned and the game area is ready, usually 30 to 60 minutes before guests arrive. Record the hiding spots so none are left behind during cleanup.

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.