How to organise a breakfast campaign

A breakfast campaign runs smoothly when you work backwards from the serving time. Confirm the venue and permissions first, then arrange suppliers, invitations and registration before buying fresh food. Use registrations to plan portions, collect dietary requirements early and assign volunteers to specific jobs. On the final day, keep chilled items cold, prepare the buffet in a logical order and brief everyone 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

1
Confirm date and location
2 people
2
Check permits
2 people
3
Reserve suppliers
2 people
4
Create promotional materials
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Assign volunteers
2 people
9
Make menus and signs
2 people
10
Check stock
2 people
11
Do the shopping
3 people
12
Collect fresh produce
2 people
13
Keep chilled products cool
2 people
14
Prepare bread and toppings
4 people
15
Wash and cut fruit
3 people
16
Boil and prepare eggs
3 people
17
Prepare coffee and tea
2 people
18
Clean the venue
3 people
19
Set up tables and chairs
4 people
20
Set up the buffet and serving area
4 people
21
Hang up decorations
2 people
22
Lay out crockery and cutlery
2 people
23
Set up cash register and payment methods
2 people
24
Display allergen information
2 people
25
Brief volunteers
2 people

Event

26
Welcome visitors
4 people
27
Take orders
3 people
28
Serve breakfast dishes
5 people
29
Refill drinks
2 people
30
Restock the buffet
3 people
31
Clear tables
3 people
32
Collect waste and packaging
2 people
33
Close the register
2 people

Aftercare

34
Safely clear away food scraps
3 people
35
Wash the dishes and kitchenware
4 people
36
Clear tables and chairs
4 people
37
Clean the venue
4 people
38
Remove decorations
2 people
39
Store materials dry
3 people
40
Return borrowed items
2 people
41
Take out the trash
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Cash desk table
Tableclothqty 10

Tableware

Breakfast platesqty 80
Bowlsqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee cupsqty 70
Drinking glassesqty 80
Serving traysqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Extension cordsqty 4
Power stripsqty 4
Cash register
Payment terminal

Decorations

Menu boardsqty 4
Table numbersqty 8
Buntingqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the serving time before booking suppliers or volunteers. Aim to have tables, chairs and the buffet ready at least 30 minutes before the first guests arrive.
Close registrations early enough to shop accurately. A deadline of 3–5 days before the breakfast gives you time to count guests and follow up on missing dietary information.
Separate preparation into tasks that can be done the day before and those that cannot. Wash and cut fruit, prepare signs and check crockery in advance; keep fresh produce and chilled products cold until needed.
Plan the serving area around the guest flow: plates first, then bowls and cutlery, followed by food, drinks and payment. Put allergen information beside the relevant dishes rather than at the cash desk.
Give each volunteer one clear area and a handover time. Brief the team 20–30 minutes before opening, including who checks stock, refills the buffet, handles payments and clears tables.

Frequently asked questions

How far in advance should I plan a breakfast campaign?: Start planning at least 4 weeks before the event. Confirm the date, location, permits and suppliers first, then allow 1–2 weeks for promotion and registrations.
When should I collect dietary requirements for a breakfast campaign?: Ask for dietary requirements when people register, not on the morning itself. Set the registration deadline 3–5 days before the event so menus, signs and quantities can be checked.
How early should volunteers arrive for a breakfast campaign?: Have volunteers arrive 60–90 minutes before serving begins. Use the final 20–30 minutes for a briefing, food placement, payment checks and a quick review of allergen information.
How much food should I buy for a breakfast campaign?: Base quantities on confirmed registrations, then add a small buffer of about 5–10% for popular items. Keep chilled products in coolers or another cold-storage solution until they are placed on the buffet.

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.