How to organise a Christmas brunch

A Christmas brunch runs smoothly when you settle the guest list, menu and room setup before buying food. Start by confirming the date and location, then collect dietary requirements and calculate portions from the final registrations. Prepare cold dishes, drinks and tableware ahead of time, while leaving hot food and coffee until close to serving. This plan helps you work in the right order and avoid the details that are commonly left until the last minute.

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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

1
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Record menu and portions
2 people
6
Make reservations
7
Check tableware and equipment
2 people
8
Determine the table layout
9
Check the shopping list
10
Do the shopping
2 people
11
Chill drinks and fresh products
2 people
12
Set out Christmas decorations
13
Wash and cut vegetables
2 people
14
Boil and cool eggs
15
Portion the Christmas bread and stol
16
Prepare dessert and yogurt
2 people
17
Ventilate and check the room
18
Set up tables and chairs
3 people
19
Lay festive tables
3 people
20
Hang decorations
2 people
21
Set up the coffee and tea station
2 people
22
Set up the cold buffet
3 people
23
Prepare hot dishes
3 people
24
Label diet meals separately
25
Check the buffet and toilets
2 people

Event

26
Welcome guests
2 people
27
Serve coffee and tea
2 people
28
Open the brunch buffet
2 people
29
Restock the buffet
2 people
30
Refill drinks
31
Clear used dishes
2 people
32
Serve dessert and coffee
2 people
33
See guests off
2 people

Aftercare

34
Pack leftovers safely
2 people
35
Collect and sort waste
2 people
36
Wash dishes and kitchen equipment
3 people
37
Clear tables and chairs
3 people
38
Clean the venue and kitchen
3 people
39
Remove decorations
2 people
40
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Buffet tablesqty 2
Coat rack

Tableware

Breakfast platesqty 36
Cake platesqty 36
Coffee cupsqty 36
Water glassesqty 36
Wine glassesqty 36
Knivesqty 36
Forksqty 36
Teaspoonsqty 36
Serving plattersqty 10
Serving tongsqty 6
Serving spoonsqty 6
Butterfly netsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 5
Frying pansqty 2
Baking dishesqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Coolersqty 3
Extension cordsqty 3

Decorations

Table runnersqty 5
Christmas arrangementsqty 5
Christmas baublesqty 30
Christmas garlandsqty 4

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 3
Bucketsqty 2
Spongesqty 6
Tea towelsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the brunch. Use the final number of guests to calculate portions, table space and the amount of breakfast plates, cups and glasses needed.
Collect dietary requirements with the invitation rather than on the day itself. Label separate diet meals clearly and keep them away from shared serving platters and utensils.
Finish cold preparation the day before where possible: wash and cut vegetables, boil and cool eggs, portion Christmas bread and stol, and prepare dessert and yogurt. Chill drinks and fresh products overnight.
Plan the room before decorating it. Allow roughly 60 centimetres of table width per seated guest, leave a clear route to the buffet, and check that extension cords do not cross walkways.
Start hot dishes close to serving and set up coffee and tea separately from the cold buffet. Check the buffet, toilets, coat area and room temperature 30 minutes before guests arrive.

Frequently asked questions

How far in advance should I plan a Christmas brunch?: Confirm the date and location at least 3 to 4 weeks ahead, then send invitations. Close registrations about 7 days before the brunch so you have time to confirm portions, dietary requirements and table space.
What should I prepare the day before a Christmas brunch?: Prepare the cold components, including cut vegetables, cooled eggs, portioned Christmas bread and stol, and dessert or yogurt. Chill drinks and fresh products overnight, but leave hot dishes and brewed coffee until shortly before serving.
How much table space do I need for a Christmas brunch?: Allow about 60 centimetres of table width for each seated guest, then add separate space for the buffet and coffee station. Check the layout with the final guest count before setting out plates, glasses and serving dishes.
When should I set up the Christmas brunch buffet?: Set the tables, decorations and cold buffet shortly before guests arrive, while keeping perishable food chilled until needed. Prepare hot dishes and the coffee and tea station last, ideally within 30 minutes of serving.

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