How to organise an Easter brunch without last-minute chaos

Start your Easter brunch plan with the date, venue and guest numbers, then work backwards from the serving time. Invitations and dietary requirements determine how much food, tableware and seating you need. Prepare cakes, quiches and boiled eggs ahead of time, while keeping fresh produce chilled until setup. On the day, arrange the room before setting out food, and give the coffee and tea station its own space so guests do not block the buffet.

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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
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Check the shopping list
2 people
8
Reserve tableware and materials
9
Create the program and menu
10
Prepare name badges
2 people
11
Check Easter decorations
12
Check stock of non-perishable products
13
Do the shopping
3 people
14
Keep fresh produce cool
2 people
15
Boil eggs
2 people
16
Prepare cakes and quiches
3 people
17
Wash the vegetables and fruit
2 people
18
Set out sandwich toppings
2 people
19
Prepare the coffee and tea station
2 people
20
Clean the venue and toilets
3 people
21
Set up tables and chairs
4 people
22
Set the tables
3 people
23
Hang Easter decorations
2 people
24
Set out the dishes and cutlery
3 people
25
Set out bread and toppings
3 people
26
Finish hot dishes
3 people
27
Set up fruit and salads
2 people
28
Make coffee and tea
2 people
29
Clearly place diet dishes
2 people

Event

30
Welcome guests
3 people
31
Open the brunch buffet
2 people
32
Serve dishes and coffee
4 people
33
Refill drinks
2 people
34
Clear buffet and tables
3 people
35
Hand out Easter eggs
2 people
36
Collect tableware
3 people
37
Package food safely
2 people

Aftercare

38
Sort and remove waste
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Clean the venue
3 people
42
Remove decorations
2 people
43
Distribute leftover food
2 people
44
Return materials
2 people
45
Dry coolers and tableware
2 people
46
Do the final trash round

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Tableclothsqty 6
Stoolsqty 4

Tableware

Breakfast platesqty 50
Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 20
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12
Bread basketsqty 6
Serving plattersqty 10
Serving trays with lidsqty 4
Butter dishesqty 3
Egg cupsqty 45
Pitchersqty 6
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Whiskqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Decorations

Easter branchesqty 4
Easter egg decorationsqty 40
Table decorationsqty 6
Name badgesqty 50
Menusqty 6
Markersqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brushqty 2
Waste binsqty 4
Kitchen towelsqty 8
Dishwasher cratesqty 3

Catering

Groceries

Tips

Set a response deadline at least 10 days before the brunch. Use the final registration list to confirm dietary requirements and calculate seating, plates, cups and glasses.
Write the menu before shopping, then check non-perishable stock first. Buy fresh fruit, vegetables and other chilled ingredients no earlier than 1–2 days ahead, and keep them cool until serving.
Prepare cakes, quiches and boiled eggs the day before where possible. Wash fruit and vegetables in advance, but assemble bread, toppings and sandwich fillings close to serving time.
Allow at least 60–90 minutes for room setup. Put tables and chairs in place first, then add tablecloths, place settings, serving platters, bread baskets and egg cups.
Set up coffee and tea separately from the buffet, with the coffee machine, kettles, cups, water and thermos flasks together. Check extension cords and keep hot equipment away from guest traffic and tablecloth edges.

Frequently asked questions

How far in advance should I send Easter brunch invitations?: Send them 3–4 weeks before the brunch and set the RSVP deadline about 10 days before it. That leaves enough time to confirm registrations, dietary needs and the amount of food and tableware.
What can I prepare the day before an Easter brunch?: Prepare cakes, quiches and boiled eggs the day before, and check decorations, tableware and non-perishable supplies. Wash fruit and vegetables in advance, then keep fresh produce chilled until setup.
How much time do I need to set up an Easter brunch?: Allow 60–90 minutes for cleaning, arranging tables and chairs, setting the tables, hanging decorations and preparing the buffet. Add another 15–20 minutes if the coffee and tea station needs equipment or extension cords.
When should I put out the Easter brunch food?: Put bread, toppings, fruit and other fresh items out shortly before guests arrive, ideally within 15–30 minutes of serving. Keep chilled produce cool until then, while cakes, quiches and eggs 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.