How to organise an Easter celebration

Start by fixing the date, venue and guest list, then work backwards from the celebration itself. Allow time to collect registrations and dietary requirements before planning the buffet, desserts and drinks. Easter games and egg hunts need a little preparation too, especially if materials must be bought or eggs hidden in advance. On the day, set up the room in zones: reception, seating, buffet, drinks, coffee and activities.

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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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Share program
6
Choose Easter games
2 people
7
Make reservations
8
Check stock
9
Finalize shopping list
10
Check decorations
2 people
11
Set out game materials
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Hide Easter eggs
3 people
15
Prepare cakes and desserts
3 people
16
Wash and cut vegetables
3 people
17
Clean the venue
3 people
18
Set up tables and chairs
4 people
19
Set up buffet and drinks tables
3 people
20
Hang decorations
3 people
21
Set up sound equipment
2 people
22
Finish the buffet dishes
4 people
23
Set up the coffee and tea station
2 people
24
Lay out crockery and cutlery
2 people
25
Set up the reception table
2 people
26
Carry out the final safety check
2 people

Event

27
Welcome guests
3 people
28
Serve welcome drinks
2 people
29
Open Easter program
30
Supervise Easter games
4 people
31
Supervise Easter egg hunt
4 people
32
Open the buffet
2 people
33
Serve the buffet
4 people
34
Refill drinks
2 people
35
Keep tableware and tables tidy
2 people
36
Serve coffee and tea
2 people
37
Serve the dessert buffet
2 people
38
Provide music
39
See guests off
2 people

Aftercare

40
Pack leftovers safely
3 people
41
Collect waste
3 people
42
Wash dishes
4 people
43
Clean the kitchen
3 people
44
Clean the room
4 people
45
Remove decorations
3 people
46
Put furniture back
3 people
47
Count and store materials
2 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Coat rack

Tableware

Platesqty 60
Dessert platesqty 60
Glassesqty 70
Coffee cupsqty 55
Cutlery setsqty 60
Serving spoonsqty 10

Decorations

Easter tableclothqty 8
Easter buntingqty 4
Artificial flowersqty 12
Easter figurinesqty 10
Decorative eggsqty 30
Napkin holdersqty 8
Name badgesqty 60
Tealight holdersqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Serving bowlsqty 10
Serving plattersqty 8
Aluminum foilqty 2
Food storage containersqty 12

Game materials

Plastic Easter eggsqty 60
Easter basketsqty 12
Easter game cardsqty 6
Chalkqty 2

Lighting

LED light stringsqty 4
Battery lanternsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Set the date and location first, then send invitations early enough to give guests a clear reply deadline. Close registrations at least 7 days before the celebration so you can plan seating, food quantities and name badges.
Collect dietary requirements with each registration and pass the final list to whoever is preparing the buffet. Check it again 2–3 days before the event; late changes are harder to handle once shopping and cooking have started.
Plan the room around its busiest points. Keep the buffet and drinks tables separate, place the coffee and tea station away from the food queue, and leave a clear route to the coat rack and reception table.
Prepare food in stages rather than leaving everything for the event day. Wash and cut vegetables, prepare cakes and desserts, and check serving bowls and platters the day before; finish the buffet dishes on the day.
Hide Easter eggs and set out game materials shortly before guests arrive, not after the room is full. Keep drinks chilled in coolers, test the Bluetooth speakers and check extension cords and power strips before the program begins.

Frequently asked questions

How far in advance should I plan an Easter celebration?: Confirm the date and location at least 4 weeks ahead, then send invitations. Set a registration deadline 7 days before the event so you have time to confirm food, seating and dietary requirements.
When should I ask guests about dietary requirements?: Ask for dietary requirements when invitations are sent, rather than waiting until the final week. Review the responses 2–3 days before the celebration and label suitable dishes clearly on the buffet.
What should I prepare the day before an Easter celebration?: Prepare cakes and desserts, wash and cut vegetables, check decorations and confirm that plates, glasses, cutlery and serving equipment are available. You can also arrange the room layout and chill drinks overnight where suitable.
When should I hide Easter eggs?: Hide the eggs shortly before guests arrive, usually 15–30 minutes beforehand. This keeps the hiding places fresh and reduces the chance that eggs are found early or moved during setup.

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.