Mother’s Day brunch checklist

Plan your Mother’s Day brunch in a clear order, from the guest list and dietary requirements to the final coffee setup. This checklist covers the details that are easy to miss, including confirming numbers, preparing alternatives, checking tableware, chilling drinks, and keeping hot dishes at serving temperature. Start early enough to avoid last-minute shopping and leave time to clean the entrance, restroom, and cold storage area before guests arrive.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine the final number
Create menu
2 people
Determine alternatives for dietary requirements
Check the shopping list
Do the shopping
2 people
Store non-perishable groceries
Check fresh produce
Check dishes and glassware
Prepare table decorations
2 people
Put together the music
Write Mother's Day cards
2 people
Clean up the venue
2 people
Clean the restroom and entrance
Clear the cold storage area
Prepare bread and pastries
2 people
Prepare salads and fruit
2 people
Prepare hot dishes
2 people
Chill drinks
Set up the coffee and tea station
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Hang decorations
2 people
Set up the buffet
3 people
Set out name badges
Set up the cloakroom and entrance
Prepare allergen information
Carry out the final temperature check

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Refill Dishes
2 people
Refill drinks
Serve coffee and tea
2 people
Serve pastries and dessert
2 people
Arrange a gesture for mothers
2 people
Collect used dishes
2 people
Chill leftovers safely
2 people
See off guests
2 people

Aftercare

Take down the buffet
2 people
Sort and remove waste
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clear tables and chairs
3 people
Clean the venue
2 people
Remove decorations
2 people
Sort and store leftovers
2 people
Return materials
2 people
Carry out the final cleaning round

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Coat rack

Tableware

Dinner platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Water glassesqty 40
Wine glassesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 10
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Coffee potqty 3
Teapotqty 3
Water jugsqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Hot traysqty 6
Kitchen thermometerqty 2

Decorations

Tableclothsqty 6
Napkinsqty 80
Flower arrangementsqty 6
Mother's Day cardsqty 20
Name badgesqty 40
Buntingqty 4
Tealight holdersqty 12

Lighting

LED light stringsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the final guest count before you complete the menu or shop for fresh food. Ask about dietary requirements at registration, then prepare specific alternatives rather than relying on guests to bring their own.
Buy non-perishables first and store them together, but check fresh produce again before serving. Bread, pastries, salads, and fruit are easy to overlook when they are bought too far in advance.
Set out one complete place setting for every guest, including a dinner plate, dessert plate, coffee cup, water glass, cutlery, napkin, and any needed wine glass. Count serving spoons, tongs, platters, and trays separately; they are often the first items to run short.
Create the coffee and tea station before guests arrive, with the coffee maker, kettle, coffee pot, teapot, cups, spoons, and water jugs in one place. Chill drinks in coolers early, and use hot trays or a kitchen thermometer to check hot dishes during the brunch.
Finish the physical setup before the final food preparation begins. Tables, chairs, tablecloths, flowers, cards, and the coat rack should be ready, while the restroom, entrance, and cold storage area are cleaned before guests start arriving.

Frequently asked questions

When should I send Mother’s Day brunch invitations?: Send invitations about 3 to 4 weeks before the brunch. Set a registration deadline at least 7 days before the event so you can confirm the final number, dietary requirements, menu, and shopping list.
How much food should I plan for a Mother’s Day brunch?: Plan one serving of each main dish per guest, plus about 10% extra for popular items. For bread, pastries, fruit, and salad, allow 2 to 3 portions per person across the meal, adjusting the amount after you receive the final guest count.
When should I prepare food for a Mother’s Day brunch?: Prepare salads, fruit, bread, and pastries as close to serving as practical, usually within 2 to 4 hours beforehand. Cook hot dishes so they are ready shortly before guests eat, then check their temperature during service rather than leaving them unattended for hours.
How many plates and glasses do I need for a brunch?: Count one dinner plate, one dessert plate, one coffee cup, one water glass, and the required cutlery for every guest. Add at least 10% spare tableware, and count serving platters, trays, spoons, and tongs separately because they are not included in place settings.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.