Easter celebration checklist: what to arrange and when

Planning an Easter celebration involves more than buying eggs and decorating tables. You need to confirm the venue, track registrations and dietary requirements, schedule volunteers, and prepare food and children’s activities in the right order. This checklist covers the work from the first arrangements through opening the venue and setting out the buffet. Use it to spot details that are often left too late, such as refrigerated products, egg hiding, sound checks, and coffee equipment.

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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
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Prepare the program and schedule
2 people
Make reservations
Assign volunteers
2 people
Check Easter supplies
2 people
Prepare children's activities
2 people
Plan hiding Easter eggs
2 people
Check the shopping list
Do the shopping
3 people
Store non-perishable groceries
2 people
Check refrigerated products
2 people
Boil eggs
2 people
Wash and cut vegetables
3 people
Sort decorations
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Hide Easter eggs
3 people
Test sound system
2 people
Prepare coffee and tea
2 people
Set out buffet dishes
4 people
Set up the reception table
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Present Easter program
2 people
Tell the Easter story
Assist with children's crafts
3 people
Supervise Easter egg hunt
4 people
Hand out prizes
2 people
Open the buffet
2 people
Serve the meal
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Say goodbye to visitors
3 people

Aftercare

Pack leftovers safely
3 people
Wash dishes
4 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
4 people
Remove decorations
3 people
Pack equipment
2 people
Return keys and equipment
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Glassesqty 100
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Bowlsqty 12
Coolersqty 3

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Easter branchesqty 6
Easter garlandsqty 8
Tableclothsqty 8
Vasesqty 6
Craft tableclothsqty 4

Sports equipment

Easter egg basketsqty 20
Craft kitsqty 50
Colored pencilsqty 10
Markersqty 10
Scissorsqty 15
Glue sticksqty 20
Chocolate Easter eggsqty 150

Lighting

LED light stringsqty 4

Cleaning

Washing-up bowlsqty 3
Reusable dish towelsqty 12
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the date and location before sending invitations, then leave a clear deadline for registrations and dietary requirements. Use the final numbers to plan seating, buffet quantities, plates, glasses, and children’s activities.
Create the program and volunteer schedule at least one week before the celebration. Assign named people to opening the venue, hiding eggs, supervising children’s activities, managing the buffet, and making coffee and tea.
Buy non-perishable groceries and check Easter supplies several days ahead. Refrigerated products should be checked close to the event, while eggs can be boiled and vegetables washed and cut in advance according to your food-safety plan.
Prepare decorations and activity materials before the setup day. Keep Easter branches, garlands, vases, tablecloths, craft tablecloths, and egg baskets together so volunteers are not searching for them while tables are being arranged.
Allow a dedicated setup window before guests arrive for tables, chairs, buffet tables, decorations, the sound system, and coffee equipment. Hide the Easter eggs only after the area is ready, and test extension cords, power strips, speakers, and the microphone before opening the venue.

Frequently asked questions

How far in advance should I send Easter celebration invitations?: Send invitations around 3 to 4 weeks before the celebration. Set the registration and dietary-requirement deadline 7 to 10 days before the event so you can finalize food, seating, and activities.
When should I buy food for an Easter celebration?: Buy non-perishable groceries several days in advance and store them safely. Check refrigerated products 1 to 2 days before the event, then prepare items such as boiled eggs and cut vegetables close enough to serving time to keep them fresh.
How early should I arrive to set up an Easter celebration?: Allow at least 2 hours for venue setup, especially when you need tables, chairs, buffet tables, decorations, coffee machines, kettles, and sound equipment. Add extra time if volunteers are unfamiliar with the venue or if children’s activities need preparation.
When should I hide Easter eggs?: Hide the Easter eggs after tables, decorations, and activity areas are finished, but before guests arrive. Plan this 15 to 30 minutes before opening, and keep a record of the hiding areas so no eggs are missed afterward.

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.