How to organise an Easter celebration

A successful Easter celebration depends on getting the sequence right: confirm the venue, collect guest information, plan the programme, then buy and prepare food and activities. Easter eggs, children’s crafts and refrigerated ingredients need separate checks because they are easy to overlook until the last day. On the event day, allow time for room setup, buffet preparation, sound testing and hiding the eggs before guests arrive. Use the plan below to divide the work across the final weeks and event morning.

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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 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Prepare the program and schedule
2 people
6
Make reservations
7
Assign volunteers
2 people
8
Check Easter supplies
2 people
9
Prepare children's activities
2 people
10
Plan hiding Easter eggs
2 people
11
Check the shopping list
12
Do the shopping
3 people
13
Store non-perishable groceries
2 people
14
Check refrigerated products
2 people
15
Boil eggs
2 people
16
Wash and cut vegetables
3 people
17
Sort decorations
2 people

Event

18
Open venue
2 people
19
Set up tables and chairs
4 people
20
Set up buffet tables
3 people
21
Hang decorations
3 people
22
Hide Easter eggs
3 people
23
Test sound system
2 people
24
Prepare coffee and tea
2 people
25
Set out buffet dishes
4 people
26
Set up the reception table
2 people
27
Staff the registration desk
2 people
28
Welcome visitors
3 people
29
Present Easter program
2 people
30
Tell the Easter story
31
Assist with children's crafts
3 people
32
Supervise Easter egg hunt
4 people
33
Hand out prizes
2 people
34
Open the buffet
2 people
35
Serve the meal
4 people
36
Refill drinks
2 people
37
Serve coffee and tea
2 people
38
Say goodbye to visitors
3 people

Aftercare

39
Pack leftovers safely
3 people
40
Wash dishes
4 people
41
Collect waste
3 people
42
Clean the venue
4 people
43
Put furniture back
4 people
44
Remove decorations
3 people
45
Pack equipment
2 people
46
Return keys and equipment
2 people
47
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Glassesqty 100
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Bowlsqty 12
Coolersqty 3

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Easter branchesqty 6
Easter garlandsqty 8
Tableclothsqty 8
Vasesqty 6
Craft tableclothsqty 4

Sports equipment

Easter egg basketsqty 20
Craft kitsqty 50
Colored pencilsqty 10
Markersqty 10
Scissorsqty 15
Glue sticksqty 20
Chocolate Easter eggsqty 150

Lighting

LED light stringsqty 4

Cleaning

Washing-up bowlsqty 3
Reusable dish towelsqty 12
Bucketsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the date, venue and guest list first. Send invitations early enough to process registrations and collect dietary requirements before you finalise food quantities.
Assign volunteers to specific jobs rather than asking for general help. For a small celebration, plan at least one person for registrations and guest questions, two for room and buffet setup, and one for children’s activities.
Buy non-perishable groceries and Easter supplies several days ahead, then check refrigerated products separately the day before. This prevents chilled food, coffee supplies or craft materials from being discovered missing on the morning.
Prepare the children’s programme before hiding the eggs. Decide where the hunt will take place, keep the baskets ready, and hide the eggs only after the venue is secure and close to the start time.
Allow at least 90 minutes before guests arrive for tables, chairs, buffet tables, decorations, coffee and sound equipment. Test the microphone and speakers before the room fills, and leave a clear route to the buffet.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Start 4 to 6 weeks before the event by confirming the date, location and invitations. Finalise registrations, dietary requirements and the programme about 1 week before, then complete shopping and food checks in the final 2 to 3 days.
How much time do I need to set up an Easter celebration?: Allow at least 90 minutes for a small event and 2 to 3 hours if you are also decorating, preparing a buffet and testing sound equipment. Hide the Easter eggs after the main setup, shortly before guests arrive.
When should I collect dietary requirements for an Easter celebration?: Ask for dietary requirements when invitations are sent, ideally 2 to 3 weeks before the celebration. Set a response deadline at least 7 days before the event so the buffet can be checked and adjusted.
What should I prepare the day before an Easter celebration?: Check the shopping list, buy or store non-perishable groceries, inspect refrigerated products, boil the eggs and wash and cut vegetables where appropriate. Sort decorations and confirm volunteer assignments before the event morning.

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.