Easter party checklist: what to arrange and when

An Easter party runs more smoothly when you separate planning, shopping and setup instead of leaving everything until the final day. Start with the room, invitations and registrations, then collect dietary requirements and assign volunteers. In the final week, prepare the treasure hunt, crafts, playlist and Easter eggs. On the day, set up tables, craft stations, decorations, food, chilled drinks and the cloakroom before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule volunteers
Choose Easter games
2 people
Develop the treasure hunt
2 people
Create a music playlist
Check the shopping list
2 people
Prepare Easter eggs
3 people
Create craft examples
2 people
Do the shopping
3 people
Check tableware and materials
2 people
Sort decorations
2 people
Pack the treasure hunt
2 people
Wash fruits and vegetables
2 people
Prepare sandwiches and toppings
3 people
Prepare salads and dips
2 people
Set out eggs and snacks
2 people
Set up tables and chairs
4 people
Set up craft tables
2 people
Hang decorations
3 people
Set up the treasure hunt
3 people
Chill drinks
2 people
Set up the cloakroom
Set up the reception desk
2 people
Test music and microphone
2 people

Event

Welcome guests
3 people
Guide the craft activity
4 people
Lead the Easter scavenger hunt
5 people
Serve snacks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Facilitating games
3 people
Restock the buffet
3 people
Supervise children's activities
4 people
Serve the last round
2 people
Collect waste
2 people

Aftercare

Clear away decorations and materials
4 people
Wash dishes
3 people
Put furniture back
4 people
Clean the room
3 people
Collect lost and found items
Chill leftover food
2 people
Inventory materials
Return borrowed items
2 people
Store leftover decorations
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Cutlery setsqty 70
Reusable cupsqty 80
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8

Decorations

Easter tableclothsqty 8
Easter garlandsqty 10
Balloonsqty 100
Easter decorationsqty 30
Easter basketsqty 12
Name badgesqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Food storage containersqty 10

Craft supplies

Paint apronsqty 20
Brushesqty 30
Paint traysqty 15
Colored pencilsqty 10
Scissorsqty 15
Glue Sticksqty 20
Craft paperqty 200
Table coversqty 8

Game materials

Plastic Easter eggsqty 100
Scavenger hunt cardsqty 20
Conesqty 30
Hoopsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Book the room and send invitations early enough to allow time for registrations and dietary requirements. Close registrations at least 7 days before the party so you can plan food, seating and name badges.
Give the treasure hunt its own packing check. Prepare the clues, Easter baskets and any materials at least 2 days ahead, then place the hunt only after tables and decorations are in position.
Plan food around the equipment you actually need: cutting boards and kitchen knives for preparation, serving platters and spoons for buffet food, and food storage containers for anything prepared in advance.
Set up separate activity zones on the day. Put craft tables near paint aprons, brushes and paint trays, while keeping drinks, sandwiches, salads and dips away from the craft supplies.
Chill drinks several hours before guests arrive and check power needs before connecting coffee machines, kettles and the Bluetooth speaker. Keep extension cords and power strips away from walkways.

Frequently asked questions

How far in advance should I plan an Easter party?: Reserve the room and send invitations 4 to 6 weeks before the party. Finalise registrations and dietary requirements about 7 days beforehand, then do the shopping and preparation during the final 2 days.
How many volunteers do I need for an Easter party?: Plan for at least 1 volunteer for each active area: welcome and cloakroom, food and drinks, crafts, games and the treasure hunt. Add one floating helper for groups larger than 30 guests.
When should I prepare the Easter eggs and food?: Prepare Easter eggs, craft examples and the treasure hunt up to 2 days before the event. Wash fruit and vegetables and prepare sandwiches, salads and dips on the day, allowing at least 90 minutes before guests arrive.
How early should I set up an Easter party room?: Allow 2 to 3 hours for tables, chairs, craft stations, decorations, the cloakroom, food and drinks. Finish the treasure hunt setup last, after the main furniture and decorations are in place.

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.