How to organise an Easter brunch without last-minute stress

Start with the guest list, not the food. Send invitations early, record dietary requirements and use the final headcount to plan seating, crockery and buffet quantities. The day before, check stock and shelf life, pre-boil the eggs, wash the vegetables and divide the fruit. On the morning, set up the room first, then prepare the buffet in separate hot and cold sections. Keep chilled food cold until guests are ready to eat.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Create final guest list
5
Check dietary requirements
6
Check the shopping list
7
Do the shopping
2 people
8
Check stock and shelf life
2 people
9
Keep chilled products cool
2 people
10
Pre-boil the eggs
2 people
11
Wash and cut vegetables
2 people
12
Wash and divide fruit
2 people
13
Set out bread and toppings
2 people
14
Prepare decorations
2 people
15
Bring materials to the venue
2 people
16
Ventilate room
17
Set up tables
3 people
18
Set out chairs
2 people
19
Lay tablecloths
2 people
20
Lay out crockery and cutlery
3 people
21
Set up buffet tables
3 people
22
Prepare coffee and tea
2 people
23
Prepare hot dishes
3 people
24
Arrange cold dishes
3 people
25
Mark diet dishes separately
26
Hang Easter decorations
2 people
27
Set up the reception table

Event

28
Welcome guests
2 people
29
Open the brunch buffet
2 people
30
Escort guests to their table
2 people
31
Restock the buffet
2 people
32
Refill drinks
2 people
33
Collect used dishes
2 people
34
Remove crumbs and spills
35
Serve the Last Round of Coffee
2 people
36
Close the buffet
2 people

Aftercare

37
Pack food safely
2 people
38
Clear tables and chairs
4 people
39
Wash dishes
3 people
40
Clean the kitchen
2 people
41
Clean the room
3 people
42
Collect and remove waste
2 people
43
Remove decorations
2 people
44
Check and store materials
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Coat racksqty 2
Tableclothsqty 6

Tableware

Breakfast platesqty 50
Bowlsqty 50
Coffee cupsqty 50
Glassesqty 60
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Pansqty 3
Cooking potsqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Toastersqty 2
Food warmersqty 4
Induction platesqty 2

Decorations

Easter branchesqty 3
Plastic Easter eggsqty 40
Easter garlandsqty 4
Flower arrangementsqty 6
Name badgesqty 50
Table decorationsqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Washing-up tubsqty 3
Cleaning clothsqty 12
Broomqty 2
Vacuum cleaner

Catering

Groceries

Tips

Send invitations at least two weeks before the brunch and set a registration deadline several days before the event. Use the final guest list to check that every dietary requirement has a suitable labelled dish.
Do the shopping after checking stock and shelf life, ideally one or two days before the brunch. Buy chilled products last and keep them in coolers until they can go into a refrigerator or onto the buffet.
Prepare the time-consuming cold items the day before: wash and cut vegetables, wash and divide fruit, and pre-boil the eggs. Leave bread, toppings and other items that dry out until the morning.
Allow at least 60 minutes before guests arrive for tables, chairs, tablecloths, crockery and cutlery. Set up a separate buffet table for serving platters, tongs and spoons so guests do not crowd the dining tables.
Prepare coffee and tea while the hot dishes are finishing, but place hot food out as late as possible. Mark dietary dishes separately and use separate serving utensils to prevent accidental mixing.

Frequently asked questions

How far in advance should I plan an Easter brunch?: Start the guest list and invitations about two weeks in advance. Collect dietary requirements before shopping, then finalise the headcount at least three days before the brunch.
What can I prepare the day before an Easter brunch?: Pre-boil the eggs, wash and cut the vegetables, divide the fruit and check the shopping list the day before. You can also prepare decorations and set aside the crockery, but keep bread and other drying foods covered until the morning.
How long does it take to set up an Easter brunch?: Allow at least 60 minutes for the room, tables, chairs, tablecloths, place settings and buffet tables. Add another 30 to 45 minutes for coffee, tea and hot dishes, depending on the number of guests.
How do I keep Easter brunch food safe?: Keep chilled products cold until serving and use coolers if there is no nearby refrigerator. Put cold dishes out shortly before eating, keep hot dishes warm, and replace perishable buffet food after about two hours.

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