Easter party checklist: what to arrange and when

An Easter party needs more than eggs and decorations. You need a clear order for registrations, dietary requirements, seating, food preparation, games and the final setup. Start with guest numbers, then plan the program and equipment before shopping. This checklist also covers the details people often leave too late, such as chilling drinks, boiling eggs, hiding eggs and checking that the speaker and extension cords are ready.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Create the program
Reserve tables and chairs
Create a music playlist
Prepare Easter games
2 people
Check decorations
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Boil eggs
2 people
Wash and cut vegetables
2 people
Sort decorations
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Hang decorations
3 people
Decorate Easter tables
3 people
Connect the music
2 people
Mark out the playing area
2 people
Hide eggs
3 people
Finish the buffet dishes
4 people
Set out coffee and tea
2 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Serve Easter brunch
4 people
Refill drinks
2 people
Restock the buffet
3 people
Supervise Easter egg hunt
4 people
Supervise Easter games
3 people
Hand out prizes
Serve dessert
3 people
Collect tableware in between
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Clean up the buffet and kitchen
4 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Buffet tablesqty 3
Chairsqty 60
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70
Water glassesqty 70
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 6

Decorations

Tableclothsqty 11
Easter branchesqty 6
Plastic Easter eggsqty 100
Decorative Easter bunniesqty 12
Easter buntingqty 4
Balloonsqty 80
Ribbonqty 4
Name badgesqty 60

Equipment

Portable speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 4
Thermos flasksqty 5

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Kitchen tongsqty 4
Serving knivesqty 4

Game materials

Easter basketsqty 12
Wooden spoonsqty 12
Kitchen timersqty 4
Chalkboardqty 2
Chalk

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the party. Use the final guest count to confirm dietary requirements, seating, plates, glasses and buffet quantities.
Write the program before preparing the games. Allow a fixed time for the Easter games and mark out the playing area before guests arrive, especially if eggs will be hidden there.
Do the main shopping 2 to 3 days beforehand, then check the list again on the day before the party. Chill drinks, sort decorations and make sure serving platters and utensils are available.
Prepare food in stages: boil the eggs and wash or cut vegetables ahead of time, then finish the buffet dishes on the party day. Keep coffee, tea, thermos flasks and cups together at the reception or drinks area.
Reserve setup time of at least 60 minutes before arrival. Put out tables, chairs, buffet tables and tableware first; connect the speaker, hang decorations and hide the eggs only after the main traffic areas are clear.

Frequently asked questions

How far in advance should I send Easter party invitations?: Send invitations 3 to 4 weeks before the party and set the registration deadline 7 days before it. That gives you time to process replies, confirm attendance and collect dietary requirements.
When should I prepare food for an Easter party?: Boil eggs and prepare vegetables 1 day before when possible. Finish buffet dishes on the day itself, allowing at least 2 hours before guests arrive for preparation, cooling and serving setup.
How much time do I need to set up an Easter party?: Allow at least 60 minutes for tables, chairs, buffet tables, decorations, tableware and music. Add another 15 to 20 minutes if you need to mark a play area and hide eggs.
What should I check the day before an Easter party?: Check the shopping list, decorations, guest numbers and dietary requirements the day before. Also test the portable speaker, extension cords and power strips, and move drinks into coolers so they can chill overnight.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.