How to organise a Christmas brunch without the morning rush

A Christmas brunch works best when most of the work is finished before guests arrive. Start with the guest list and dietary requirements, then set the menu around what can be prepared or chilled ahead. Check tables, chairs, tableware and serving equipment before shopping, because missing coffee cups or serving tongs are difficult to replace on the day. On the final morning, focus on hot dishes, coffee, the buffet and welcoming guests rather than decorating or cleaning.

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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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the menu and portions
2 people
6
Reserve tables and chairs
7
Check the shopping list
2 people
8
Check tableware and equipment
2 people
9
Do the shopping
2 people
10
Chill the drinks
2 people
11
Wash fruits and vegetables
2 people
12
Set out bread and toppings
2 people
13
Prepare desserts
2 people
14
Prepare table decor
2 people
15
Clean the venue
2 people
16
Set up tables and chairs
3 people
17
Set up buffet and drinks table
2 people
18
Set the tables
3 people
19
Hang decorations
2 people
20
Prepare hot dishes
3 people
21
Arrange cold dishes
2 people
22
Prepare coffee and tea
23
Place buffet cards

Event

24
Welcome guests
2 people
25
Open the brunch buffet
2 people
26
Refill Dishes
2 people
27
Refill drinks
28
Serve dietary meals separately
29
Clear away dishes
2 people
30
Serve dessert and coffee
2 people
31
Chill leftovers safely
2 people

Aftercare

32
Take down buffet and drinks table
3 people
33
Wash dishes
3 people
34
Collect waste
2 people
35
Clean the venue
3 people
36
Put furniture back
3 people
37
Return borrowed items
2 people
38
Distribute leftover food
39
Empty refrigerators and equipment
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Bowlsqty 36
Coffee cupsqty 36
Water glassesqty 40
Wine glassesqty 36
Cutlery setsqty 36
Serving plattersqty 10
Serving plattersqty 10
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Measuring cupsqty 2
Kitchen tongsqty 4
Serving spoonsqty 6

Decorations

Christmas tree
Christmas baublesqty 30
Christmas garlandsqty 4
Table runnersqty 6
LED string lightsqty 4
LED candlesqty 12

Lighting

Extension cordsqty 4

Cleaning

Washing-up basinsqty 3
Cleaning clothsqty 10
Waste binsqty 3

Catering

Drink dispensersqty 3
Water carafesqty 6
Bread basketsqty 4
Menu standsqty 6
Napkin holdersqty 6
Ice packsqty 12
Table numbersqty 6
Labelsqty 30
Pensqty 6
Groceries

Tips

Set a firm RSVP deadline at least 10 days before the brunch. Use the final guest count to calculate portions and record allergies or dietary requirements in the same place as the registrations.
Build the menu around preparation times. Finish desserts, wash fruit and vegetables, chill drinks and prepare cold dishes the day before; leave only hot dishes, coffee and tea for the final morning.
Check the room and equipment two days ahead. Count tables, chairs, dinner plates, dessert plates, bowls, coffee cups, glasses and cutlery, then check that serving platters, tongs and spoons are available.
Set up the buffet and drinks table before arranging the dining tables. Put buffet cards beside each dish, keep hot trays near a safe power source, and leave enough space for guests to serve themselves without blocking the coffee area.
Plan the final two hours backwards from arrival time. Clean the venue first, then set tables and decorations, arrange cold dishes, prepare hot food and start coffee and tea shortly before welcoming guests.

Frequently asked questions

How far in advance should I send Christmas brunch invitations?: Send invitations 3 to 4 weeks before the brunch and set the RSVP deadline 10 days before it. That gives you time to confirm portions, dietary requirements, furniture and tableware before shopping.
How much food should I prepare for a Christmas brunch?: Plan one main portion per guest, plus about 10% extra for popular dishes. For drinks, allow roughly 2 to 3 non-alcoholic servings per person during the first two hours, then adjust the shopping list to your guest group.
What can I prepare the day before a Christmas brunch?: Prepare desserts, wash fruit and vegetables, arrange cold ingredients, check tableware and chill the drinks the day before. Keep hot dishes, coffee and tea for the final morning so they are served fresh.
When should I set up a Christmas brunch buffet?: Set up the buffet table 60 to 90 minutes before guests arrive, including serving platters, utensils and buffet cards. Add cold dishes closer to arrival and place hot dishes out immediately before opening the buffet.

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