How to organise a Passover celebration

Start your Passover celebration plan with the date, room and guest list, then work forward in a fixed order. Registrations and dietary requirements determine the menu, portions, seating and children’s programme. After that, prepare the Haggadot, liturgy, music and Seder tables while checking equipment and storage. The final week is for confirming numbers, buying ingredients, preparing vegetables and keeping matzah and fresh food in good condition.

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
Reserve the room
3
Draft invitations
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Register children for the program
8
Determine the final number of guests
2 people
9
Determine menu and portions
3 people
10
Select Haggadot
2 people
11
Prepare Passover liturgy
2 people
12
Choose music for the evening
13
Prepare children's activities
2 people
14
Arrange the table layout
2 people
15
Create place cards
2 people
16
Check the Seder plates
2 people
17
Count tableware and glassware
2 people
18
Check cold storage
19
Order required materials
20
Check the shopping list
3 people
21
Check expiration dates
2 people
22
Do the shopping
3 people
23
Collect fresh produce
2 people
24
Store matzah safely
2 people
25
Wash and cut vegetables
3 people
26
Prepare charoset
2 people
27
Prepare chicken soup
2 people
28
Prepare desserts
2 people
29
Chill drinks
2 people
30
Set out cleaning supplies

Event

31
Open venue
2 people
32
Ventilate the rooms
2 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Set the tables
5 people
36
Fill the seder plates
3 people
37
Present matzot
2 people
38
Lay out place cards
2 people
39
Place candles and decorations
2 people
40
Test sound equipment
2 people
41
Set up kids' corner
2 people
42
Set up buffet
4 people
43
Set up the reception table
2 people
44
Welcome guests
3 people
45
Serve welcome drinks
3 people
46
Register attendance
47
Open the seder evening
48
Light candles
2 people
49
Pour Kiddush
2 people
50
Guide handwashing
2 people
51
Lead the seder meal
2 people
52
Guide children
2 people
53
Refill drinks
2 people
54
Serve soup
4 people
55
Serve the main course
5 people
56
Clear plates
4 people
57
Serve dessert
3 people
58
Serve coffee and tea
3 people
59
Lead the closing songs
2 people
60
See off guests
3 people

Aftercare

61
Pack leftover food
3 people
62
Collect waste
3 people
63
Clear away dishes
4 people
64
Wash dishes
4 people
65
Take down tables and chairs
4 people
66
Clean the venue
4 people
67
Empty refrigerators
2 people
68
Turn off lights
69
Lock up the venue
2 people
70
Distribute leftovers
2 people
71
Clean and store materials
2 people
72
Return borrowed items
2 people
73
Return lost items

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Bowlsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12
Seder platesqty 7
Kiddush cupsqty 7
Matzah platesqty 7
Napkin ringsqty 55

Kitchen

Cutting boardsqty 5
Chef's knivesqty 5
Mixing bowlsqty 8
Measuring cupsqty 3
Serving plattersqty 12
Hot traysqty 6
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 4
Corkscrewsqty 3
Water jugsqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4

Decorations

Tableclothsqty 7
Napkinsqty 60
Seat cardsqty 55
Menusqty 55
Flower arrangementsqty 7
Table runnersqty 7
Children's craft kitsqty 12
Storage basketsqty 4

Lighting

Candlesticksqty 7
Candle holdersqty 14
LED lightsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4
Phone chargersqty 3
Thermometersqty 2

Cleaning

Waste binsqty 5
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 12
Hand soap dispensersqty 4
Towel rollsqty 6

Catering

Groceries

Tips

Set the date and reserve the room before sending invitations. Keep registration open until you have a confirmed final guest count, then use that number to calculate menu portions, place settings and children’s activities.
Ask for dietary requirements when guests register, not a few days before the Seder. Review the responses before choosing the menu, and check that the kitchen has enough cold storage for prepared dishes and fresh produce.
Prepare the Seder materials separately from the meal. Count the Seder plates, Kiddush cups, matzah plates and Haggadot against the number of tables, and decide where the liturgy and music will be used in the evening.
Do a tableware and furniture check before shopping. Count dinner, deep and dessert plates, bowls, glasses, cutlery, serving spoons, chairs and tables; missing quantities are difficult to solve once preparation has started.
Buy non-perishable materials first and leave fresh produce until close to the event. Check expiry dates, store matzah safely, and wash and cut vegetables only when you have suitable containers, foil or cling film and enough chilled storage.

Frequently asked questions

How far in advance should I plan a Passover celebration?: Reserve the room and confirm the date before invitations go out, ideally several weeks ahead. Close registrations early enough to determine the final guest count and order materials before the final shopping trip.
How do I calculate food portions for a Passover Seder?: Base portions on the final number of registered guests, then separate adults and children if the menu or children’s programme differs. Finalise the menu after collecting dietary requirements, rather than estimating from invitation numbers.
When should I prepare the Seder plates and Haggadot?: Check the Seder plates, Kiddush cups, matzah plates and Haggadot during the preparation week. Set out the materials after the table layout is confirmed, so every table has the items it needs.
When should I buy and prepare fresh vegetables for Passover?: Buy fresh produce close enough to the celebration that it remains in good condition, while leaving time to wash and cut it. Store prepared vegetables in covered containers and verify cold-storage capacity before shopping.

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.