Easter celebration checklist: what to arrange and when

An Easter celebration needs more than invitations and chocolate eggs. You need a clear program, a booked venue, enough helpers, food information, children’s activities, and a practical setup plan. Start with the date, rooms, budget, and program, then move on to registrations, catering, volunteers, and materials. This checklist also helps you avoid late jobs such as printing booklets, preparing signs, checking allergens, and sorting decorations before the event 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

Set the date and program
2 people
Reserve venue and rooms
Set budget and entry fee
2 people
Compile the music program
2 people
Choose children's activities
2 people
Design invitations
Send invitations
2 people
Publish promotion
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Assign child supervisors
2 people
Confirm musicians
Calculate catering quantities
2 people
Create allergen overview
Make an Easter egg hunt plan
2 people
Prepare scavenger hunt
2 people
Prepare name badges
2 people
Print program booklets
Create the route and signage
2 people
Check the shopping list
2 people
Do non-perishable shopping
2 people
Collect materials
2 people
Wash table linens
Sort decorations
2 people
Buy eggs and craft materials
2 people
Buy fresh groceries
2 people
Prepare snacks
4 people
Boil and dye Easter eggs
3 people
Prepare scavenger hunt materials
2 people
Store chilled products in the fridge
2 people
Check the weather forecast
Arrange keys and access
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up the stage area
3 people
Connect sound equipment
2 people
Hang decorations
3 people
Set up kids' corner
2 people
Set up the treasure hunt
3 people
Hide Easter eggs
3 people
Set up the coffee and tea station
2 people
Set out buffet dishes
4 people
Lay out crockery and cutlery
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Announce the program
Assist with Easter celebration
3 people
Coordinate music performances
2 people
Serve coffee and tea
3 people
Assist with children's crafts
4 people
Guide the Easter egg hunt
5 people
Hand out the found eggs
2 people
Open the buffet
2 people
Serve the meal
5 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Collect tableware
3 people
Provide live music
3 people
Serve dessert
3 people
Arrange farewell and thank-you
2 people
Guide visitors to the exit
2 people

Aftercare

Chill leftovers safely
3 people
Collect waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Disconnect sound equipment
2 people
Clean floors and toilets
3 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Hand over the venue
2 people
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Registration desk
Children's chairsqty 8
Stoolsqty 12
Coat racksqty 2
Table linenqty 16

Tableware

Dinner platesqty 100
Bowlsqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving trays with lidsqty 6
Pitchersqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Baking dishesqty 8
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 8
Aluminum foilqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Laptop
Presentation screen

Decorations

Easter garlandsqty 12
Easter branchesqty 6
Artificial flowersqty 24
Table decorationsqty 12
Easter basketsqty 40
Chalkboardsqty 4
Name badge holdersqty 90
Welcome sign
Directional signsqty 8
LED candlesqty 24

Lighting

String lightsqty 6
LED lampsqty 8

Children's activities

Craft tablesqty 4
Craft matsqty 20
Plastic Easter eggsqty 120
Scavenger hunt cardsqty 40
Pensqty 50
Colored pencilsqty 12
Markersqty 12
Scissorsqty 12
Glue sticksqty 24
Coloring pagesqty 100
Stickersqty 20
Prize basketsqty 10

Catering

Groceries

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Toilet brushesqty 4
Paper dispensersqty 4
Towel dispensersqty 4

Safety

First aid kit
Flashlightsqty 4
Barrier tapeqty 2
Non-slip matsqty 6

Administration

Registration formsqty 100
Program bookletsqty 100
Name badgesqty 100
Pensqty 20
Cash box
Payment terminal
Wristbandsqty 100
Clipboardsqty 4

Tips

Set the date, venue, rooms, budget, and program before sending invitations. Build in at least 2–3 weeks for replies, dietary requirements, and volunteer planning.
Plan food from the registration numbers, not from a rough guess. Confirm quantities, list allergens, and check that you have enough plates, bowls, glasses, serving spoons, trays, and food warmers.
Give the Easter egg hunt and scavenger hunt their own preparation time. Mark the route, prepare clues and signs, and decide who supervises children before guests arrive.
Assign volunteers to specific jobs and time slots, including registration, child supervision, buffet service, and clearing tables. A named person is less likely to assume somebody else will handle it.
Finish physical preparation at least one day ahead where possible. Wash table linen, collect materials, sort decorations, check the shopping list, and place the registration desk, coat racks, tables, and chairs on the setup plan.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Start the main planning 6–8 weeks before the event. Send invitations after the date, venue, program, and entry fee are confirmed, then close registrations early enough to calculate catering and assign volunteers.
How much food should I prepare for an Easter celebration?: Base the quantities on confirmed registrations and add a small buffer rather than guessing. Finalise the catering calculation 5–7 days before the event, after collecting dietary requirements and checking the allergen overview.
When should I prepare an Easter egg hunt?: Prepare the route, hiding plan, clues, and signage at least 1 week before the celebration. Do a final site check on the day before, especially if the hunt takes place outdoors or across several rooms.
How many volunteers do I need for an Easter celebration?: Plan separate cover for registration, children’s supervision, catering, and cleanup, with at least one named lead for each area. Confirm the rota 7–10 days before the event and give every volunteer a start time and 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.