How to organise an Easter brunch without last-minute chaos

Start your Easter brunch plan with the guest list, venue and dietary requirements, then work backwards from serving time. Confirm registrations before fixing menu quantities, placing the bakery order or shopping. Prepare anything that keeps well a day ahead, while leaving salads, coffee and the buffet arrangement for the final setup. The details most often missed are enough serving dishes, labelled diet options, working power for coffee equipment and a clear place for coats.

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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
Reserve venue
5
Reserve tables and chairs
6
Determine menu and quantities
2 people
7
Confirm registrations
8
Place the bakery order
9
Check the shopping list
10
Do the shopping
2 people
11
Put away groceries
2 people
12
Set out non-perishable items
13
Boil eggs
2 people
14
Wash and cut vegetables
2 people
15
Prepare salads
2 people
16
Portion bread and spreads
2 people
17
Prepare the coffee and tea station
18
Label diet dishes
19
Open venue
2 people
20
Ventilate room
21
Set up tables
4 people
22
Set up chairs
3 people
23
Lay festive tables
3 people
24
Hang Easter decorations
2 people
25
Set up buffet
3 people
26
Set out cold dishes
2 people
27
Prepare hot dishes
3 people
28
Chill drinks
2 people
29
Make coffee and tea
2 people
30
Place allergen labels

Event

31
Welcome guests
2 people
32
Open the brunch buffet
2 people
33
Escort guests to their table
2 people
34
Restock the buffet
3 people
35
Refill drinks
2 people
36
Collect used dishes
2 people
37
Refill coffee and tea
38
Handle the final buffet round
2 people
39
See off guests
2 people

Aftercare

40
Pack food safely
2 people
41
Sort and dispose of waste
2 people
42
Wash dishes
3 people
43
Clear tables and chairs
4 people
44
Clean the room
3 people
45
Remove decorations
2 people
46
Check materials
2 people
47
Return borrowed materials
2 people
48
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Coat racksqty 2

Tableware

Platesqty 60
Bowlsqty 48
Coffee cupsqty 48
Water glassesqty 60
Wine glassesqty 48
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Serving plattersqty 10
Small bowlsqty 12
Bread basketsqty 4
Coffee potsqty 4
Teapotsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3
Storage binsqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 6
Easter branchesqty 4
Easter decorationsqty 20
Flower arrangementsqty 6
Name badgesqty 50
Menusqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor mopsqty 2
Broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Send invitations early and set a firm registration deadline. Once replies are in, confirm the final number and collect dietary requirements before ordering bread or calculating portions.
Plan the menu around the serving time and split preparation into two stages. Boil eggs, wash and cut vegetables and portion bread and spreads ahead; prepare salads and set out the buffet closer to opening.
Count tableware by guest rather than assuming the venue has enough. For each person, allow a plate, bowl, cup, water glass, knife, fork and spoon, plus serving spoons and platters for every buffet dish.
Test the coffee and tea station before guests arrive. Check that coffee machines and kettles have suitable sockets, then add extension cords or power strips only where they can be used safely without creating trip hazards.
Label diet dishes before opening the buffet and keep their serving utensils separate. Ventilate the room, set up tables and chairs, and leave a clear route between the buffet, coffee station and seating before decorations go up.

Frequently asked questions

How far in advance should I plan an Easter brunch?: Send invitations around 3 to 4 weeks before the brunch and set the RSVP deadline 7 to 10 days ahead. That leaves time to confirm numbers, collect dietary requirements and place the bakery order.
How much food should I plan per person for an Easter brunch?: Use the confirmed guest count rather than the number invited. As a starting point, plan 2 to 3 bread portions per person, 1 to 2 eggs and enough salad and toppings for guests to take small servings from several dishes.
What can I prepare the day before an Easter brunch?: Boil the eggs, wash and cut vegetables, portion bread and spreads, and put away groceries the day before. Prepare salads only if their ingredients will stay crisp; otherwise assemble them on the morning itself.
When should I set up the Easter brunch buffet?: Set up tables, chairs and the buffet about 60 to 90 minutes before guests arrive. Put chilled food out as late as practical, while non-perishable items, tableware and decorations can be arranged earlier.

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.