Easter celebration checklist

Planning an Easter celebration takes more than choosing activities and ordering food. You need a clear timeline for invitations, registrations, dietary requirements, volunteers, decorations and the Easter programme. This checklist takes you from setting the date through to preparing eggs, bread, drinks and scavenger hunt materials. It also helps you catch the details that are often left until the last day, such as allergen checks, name badges, tableware and a printed run sheet.

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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
Inspect rooms and grounds
2 people
Make reservations for materials
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Select Easter activities
2 people
Develop the treasure hunt
2 people
Prepare the Easter story
2 people
Compile the music program
2 people
Place catering order
2 people
Check the allergen list
2 people
Print the run sheet
Prepare name badges
2 people
Create Scavenger Hunt Cards
2 people
Make Easter decorations
4 people
Buy small prizes for games
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Check tableware and materials
2 people
Boil and cool eggs
3 people
Prepare bread and toppings
3 people
Sort scavenger hunt materials
2 people
Check the weather forecast
Set up an outdoor alternative
2 people

Event

Open venue
2 people
Set up tables and chairs
6 people
Set up buffet tables
3 people
Set up stage equipment
2 people
Connect sound equipment
2 people
Hang lighting
3 people
Hang Easter decorations
4 people
Set up scavenger hunt stations
4 people
Lay out game materials
3 people
Set up the reception table
2 people
Lay out name badges
Chill snacks and drinks
3 people
Prepare coffee and tea
2 people
Set up the buffet
4 people
Post allergen information
2 people
Brief volunteers
3 people
Welcome guests
4 people
Check off registrations
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Present the Easter story
2 people
Lead Easter songs
2 people
Explain the scavenger hunt
2 people
Guide the scavenger hunt
6 people
Lead the game rounds
6 people
Refill drinks
3 people
Refill snacks
3 people
Open the buffet
3 people
Serve the buffet
5 people
Serve diet meals
2 people
Clear tables
4 people
Hand out Easter eggs
3 people
Coordinate music and dancing
2 people
Serve coffee and tea
3 people
Announce the final round
See guests out
3 people

Aftercare

Collect waste
4 people
Wash dishes
4 people
Clean the kitchen
3 people
Clear tables and chairs
6 people
Remove decorations
4 people
Turn off the sound equipment
2 people
Gather scavenger hunt materials
4 people
Clean floors and toilets
4 people
Check borrowed materials
2 people
Return materials
2 people
Clear away leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Information desk
Coat racksqty 4
Waste binsqty 6
Changing room screensqty 2
Stage sectionsqty 4
Presentation lectern
Stoolsqty 8

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 80
Glassesqty 120
Mugsqty 80
Forksqty 110
Knivesqty 110
Spoonsqty 110
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Teapotsqty 4
Milk jugsqty 6
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 6
Thermos flasksqty 6
Food warmersqty 4
Serving traysqty 8
Bread basketsqty 8
Water jugsqty 12
Bread cutting boardsqty 6
Kitchen tongsqty 8
Oven mittsqty 6
Ice packsqty 24
Napkin dispensersqty 8
Hot platesqty 4
Large cooking potsqty 4
Thermometersqty 2

Equipment

Sound system
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speaker
Party tentsqty 2
Laptop
Projector
Projection screen
Rechargeable batteriesqty 12
Battery chargersqty 4

Decorations

Easter branchesqty 8
Plastic Easter eggsqty 100
Easter garlandsqty 12
Tableclothsqty 12
Flower arrangementsqty 8
LED candlesqty 24
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Ropeqty 2
Table decorationsqty 12
Easter wreathqty 2
Welcome sign
Directional signsqty 12
Name badgesqty 120
Table number cardsqty 12

Sports equipment

Conesqty 30
Hoopsqty 8
Soft ballsqty 12
Relay batonsqty 8
Basketsqty 12
Chalkqty 12
Ribbons for the scavenger huntqty 50
Easter basketsqty 30
Stamp cardsqty 120
Pensqty 30
Prize ribbonsqty 40

Catering

Groceries

Lighting

String lightsqty 8
Outdoor lightsqty 6
Flashlightsqty 8

Cleaning

Broomsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Work glovesqty 12
Hand soap dispensersqty 6
Towel dispensersqty 6

Tips

Set the date and programme before sending invitations, then allow at least two weeks for replies and registration details. You need final numbers before placing the catering order or buying fresh produce.
Collect dietary requirements with each registration and check the caterer’s allergen list before confirming the menu. Keep the final list with the person serving food, not only in an email or spreadsheet.
Plan the treasure hunt and Easter activities early enough to test every clue and prepare one complete set of cards and materials. Sort the materials into labelled groups so volunteers can set up without searching on the day.
Boil and cool the eggs, prepare bread and toppings, and collect fresh produce close enough to the event for good quality but early enough to fix a shortage. Check coolers, serving trays, bread baskets and food warmers before food preparation starts.
Print the run sheet and prepare name badges before guests arrive. Set up the information desk, coat racks, waste bins, microphones and sound system in advance, then brief volunteers on who handles registrations, food and activities.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Start planning at least four to six weeks before the celebration. Set the date and programme first, send invitations next, and leave the final week for registrations, shopping, food preparation and equipment checks.
When should I send Easter celebration invitations?: Send invitations about three weeks before the event if you need registrations, dietary requirements or volunteer help. Set a reply deadline at least seven days before the celebration so you can confirm catering and materials.
How many eggs do I need for an Easter celebration?: Plan at least one egg per participating child for egg-based activities, plus extra eggs for breakage and late additions. Prepare roughly 10 percent more than the registered number and keep the boiled eggs chilled until needed.
When should I check the Easter catering and allergen list?: Review the allergen list as soon as the catering order is drafted, then check it again after the final guest numbers are known. Complete the final check no later than 48 hours before the celebration and keep the information available during serving.

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.