How to organise an Easter party without last-minute chaos

Start your Easter party plan with the room, guest list and timing, then work backwards from the event day. Registrations and dietary requirements affect food quantities, seating and volunteer assignments, while games and crafts need preparation well before guests arrive. Leave the final day for shopping, food preparation and room setup rather than planning activities from scratch. A written running order also helps you fit the treasure hunt, crafts, food and music into the available time.

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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
Reserve a room
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Schedule volunteers
6
Choose Easter games
2 people
7
Develop the treasure hunt
2 people
8
Create a music playlist
9
Check the shopping list
2 people
10
Prepare Easter eggs
3 people
11
Create craft examples
2 people
12
Do the shopping
3 people
13
Check tableware and materials
2 people
14
Sort decorations
2 people
15
Pack the treasure hunt
2 people
16
Wash fruits and vegetables
2 people
17
Prepare sandwiches and toppings
3 people
18
Prepare salads and dips
2 people
19
Set out eggs and snacks
2 people
20
Set up tables and chairs
4 people
21
Set up craft tables
2 people
22
Hang decorations
3 people
23
Set up the treasure hunt
3 people
24
Chill drinks
2 people
25
Set up the cloakroom
26
Set up the reception desk
2 people
27
Test music and microphone
2 people

Event

28
Welcome guests
3 people
29
Guide the craft activity
4 people
30
Lead the Easter scavenger hunt
5 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Provide coffee and tea
2 people
34
Facilitating games
3 people
35
Restock the buffet
3 people
36
Supervise children's activities
4 people
37
Serve the last round
2 people
38
Collect waste
2 people

Aftercare

39
Clear away decorations and materials
4 people
40
Wash dishes
3 people
41
Put furniture back
4 people
42
Clean the room
3 people
43
Collect lost and found items
44
Chill leftover food
2 people
45
Inventory materials
46
Return borrowed items
2 people
47
Store leftover decorations
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Cutlery setsqty 70
Reusable cupsqty 80
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 8

Decorations

Easter tableclothsqty 8
Easter garlandsqty 10
Balloonsqty 100
Easter decorationsqty 30
Easter basketsqty 12
Name badgesqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 4
Thermos flasksqty 4
Food storage containersqty 10

Craft supplies

Paint apronsqty 20
Brushesqty 30
Paint traysqty 15
Colored pencilsqty 10
Scissorsqty 15
Glue Sticksqty 20
Craft paperqty 200
Table coversqty 8

Game materials

Plastic Easter eggsqty 100
Scavenger hunt cardsqty 20
Conesqty 30
Hoopsqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the party. Use the final guest count to confirm dietary requirements, prepare name badges and estimate plates, cups and food portions.
Assign volunteers to specific time blocks rather than asking for general help. For a 3-hour party, plan separate cover for arrival, crafts, the treasure hunt, food service and clearing up.
Prepare the treasure hunt in advance and pack its clues, eggs and materials together. Allow at least 30 minutes before guests arrive to place the route and check that every clue is easy to find.
Keep craft tables separate from the food area. Put out paint aprons, brushes and paint trays before the start, and provide one craft example so children can begin without a long explanation.
Finish room setup before food preparation begins. Set up tables, chairs, the cloakroom, decorations and equipment first; then chill drinks and prepare sandwiches, salads, dips and snacks in the remaining time.

Frequently asked questions

How far in advance should I plan an Easter party?: Book the room and send invitations 3 to 4 weeks before the party. Close registrations about 7 days beforehand so you have time to confirm dietary requirements, volunteers, food and materials.
How many volunteers do I need for an Easter party?: Plan at least 1 volunteer for every 8 to 10 children, plus one person coordinating the event. For a group of 20 children, aim for 3 volunteers so crafts, the treasure hunt and arrivals can run at the same time.
When should I prepare Easter eggs and the treasure hunt?: Prepare and check the eggs and treasure hunt materials 1 to 2 days before the party. Set out the hunt itself 30 to 45 minutes before guests arrive, after tables and decorations are in place.
How much food and drink should I prepare for an Easter party?: Use the final registration count and add around 10% for snacks and drinks. For the first hour, allow 2 to 3 drinks per person, then provide water, coffee or tea and enough sandwiches, salads and dips for the planned meal.

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.