How to organise a Christmas brunch without last-minute chaos

Start by fixing the date, location and guest list before choosing the menu. Once registrations come in, collect dietary requirements and calculate portions so shopping and preparation are based on real numbers. A Christmas brunch works best when cold food, drinks and tableware are ready before guests arrive, while hot dishes are finished last. Leave time for table setup, decorations, lighting and a separate allergen arrangement.

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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine menu and quantities
2 people
6
Reserve tables and chairs
7
Check dishes and glassware
2 people
8
Check decorations
9
Finalize shopping list
10
Do the shopping
2 people
11
Store non-perishable groceries
2 people
12
Keep fresh produce cool
2 people
13
Prepare Christmas decorations
2 people
14
Prepare bread and pastries
2 people
15
Wash and cut vegetables
2 people
16
Boil eggs
17
Make spreads and salads
2 people
18
Pack allergens separately
19
Clean the room
2 people
20
Set up tables
4 people
21
Set up chairs
3 people
22
Set the tables
3 people
23
Hang decorations
2 people
24
Test lighting and music
2 people
25
Prepare hot dishes
3 people
26
Set up buffet
3 people
27
Chill drinks
2 people
28
Prepare coffee and tea
2 people

Event

29
Guest reception
2 people
30
Open the brunch buffet
2 people
31
Refill the dishes
2 people
32
Refill drinks
2 people
33
Refill coffee and tea
34
Collect used dishes
2 people
35
Serve dessert and Christmas cake
2 people
36
See off guests
2 people

Aftercare

37
Pack food safely
2 people
38
Collect waste
2 people
39
Dismantle tables and chairs
4 people
40
Wash dishes
3 people
41
Clean the room
3 people
42
Remove decorations
2 people
43
Check and store the materials
2 people
44
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Breakfast platesqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 36
Knivesqty 40
Forksqty 40
Teaspoonsqty 40

Kitchen

Serving spoonsqty 8
Bread knivesqty 3
Cutting boardsqty 4
Mixing bowlsqty 5
Serving plattersqty 10
Serving trays with lidsqty 6
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 5
Christmas napkinsqty 40
Christmas garlandsqty 4
Christmas arrangementsqty 5
Christmas baublesqty 30

Lighting

LED string lightsqty 4
LED candlesqty 12

Cleaning

Waste binsqty 3
Dishpanqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Set a guest deadline at least 7 days before the brunch. Use the final registration count to calculate bread, pastries, eggs, spreads, salads and drinks instead of shopping by guesswork.
Plan the menu around the equipment and serving space you have. Keep cold ingredients chilled, reserve a clear buffet table, and use covered trays when food needs to wait before serving.
Complete the jobs that hold up the whole brunch first: tables, chairs, dishes, glassware and power access. Check these at least 2 days ahead so missing items can still be arranged.
Prepare cold food the day before where possible: wash and cut vegetables, boil eggs, and make spreads and salads. Keep allergen-containing foods packed and labelled separately from the rest.
Allow at least 90 minutes for setup on the day. Put out tablecloths, plates, cups, glasses and cutlery first, then decorations; test coffee machines, kettles, lighting and music before guests arrive.

Frequently asked questions

How far in advance should I plan a Christmas brunch?: Fix the date and location at least 3 weeks in advance, then send invitations. Close registrations about 7 days before the brunch so you can confirm quantities, dietary requirements and the final shopping list.
How much food should I prepare for a Christmas brunch?: Use the confirmed guest count rather than a fixed estimate, then add around 10% for unexpected portions. Plan the quantities separately for bread and pastries, eggs, spreads, salads, vegetables and hot dishes so one missing component does not affect the whole buffet.
What can I prepare the day before a Christmas brunch?: The day before, wash and cut vegetables, boil eggs, make spreads and salads, prepare decorations and check dishes and glassware. Keep fresh produce cool and store non-perishable groceries separately until setup.
When should I set up the Christmas brunch table?: Start the room setup at least 90 minutes before guests arrive. Put out tables, chairs, tablecloths, plates, cups, glasses and cutlery first, then decorations; prepare hot dishes last so they are served warm.

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.