Mother’s Day brunch checklist

A Mother’s Day brunch runs smoothly when guest numbers, dietary requirements and food quantities are settled before you start shopping. Confirm the final guest list early, then order bakery items and plan what can be prepared ahead. On the day, leave enough time to wash produce, boil eggs, finish salads and desserts, and set out both cold and hot dishes. Use this checklist to work through the plan in the right order, from invitations to the final table setup.

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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 menu and quantities
2 people
Place the bakery order
Confirm the final guest list
Arrange the table layout
Check the shopping list
Do the shopping
2 people
Check dishes and glassware
Clear the cold storage area
Pick up bakery order
Wash fruits and vegetables
2 people
Boil eggs
Prepare savory pies
2 people
Prepare salads
2 people
Prepare desserts
2 people
Prepare decorations
Clean the venue
2 people
Set up tables and chairs
3 people
Set the tables
2 people
Hang decorations
2 people
Set out cold dishes
2 people
Finish hot dishes
2 people
Chill drinks
Set up the coffee and tea station

Event

Guest reception
2 people
Serve the aperitif and drinks
2 people
Open the brunch buffet
2 people
Refill Dishes
2 people
Refill drinks
Serve coffee and tea
Serve the dessert buffet
2 people
Clear tables during the event
2 people
Handle the final round of drinks

Aftercare

Clear buffet and tables
3 people
Pack leftovers
2 people
Wash dishes and glassware
2 people
Collect waste
Clean the venue
2 people
Put furniture back
3 people
Remove decorations
2 people
Return borrowed items

What to bring

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

Furniture

Dining tablesqty 5
Buffet tableqty 2
Chairsqty 32
Tableclothqty 7

Tableware

Platesqty 40
Dessert platesqty 40
Coffee cupsqty 32
Water glassesqty 40
Wine glassesqty 32
Knivesqty 40
Forksqty 40
Spoonsqty 40
Coffee spoonsqty 32
Serving spoonsqty 12
Cake serversqty 2

Kitchen

Serving plattersqty 12
Serving trays with lidsqty 4
Bread basketsqty 3
Butter dishesqty 3
Carafesqty 6
Milk jugsqty 3
Sugar bowlsqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Mixing bowlsqty 4

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Hot traysqty 4

Decorations

Flower bouquetsqty 5
Vasesqty 5
Festive napkinsqty 40
Menusqty 6
Name badgesqty 32
Table décorqty 5

Lighting

String lightsqty 3
LED candlesqty 12

Cleaning

Waste binsqty 3
Dishpanqty 2
Microfiber clothsqty 6
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Confirm dietary requirements before finalising the menu. This gives you time to adjust salads, savoury pies and desserts instead of making last-minute substitutions.
Place the bakery order after you have a reliable guest count, then schedule pickup early enough to arrange bread, pastries or other baked items before guests arrive.
Reserve a separate cold-storage area before shopping. Chilled dishes, drinks and bakery items compete for space, so clear it before the final groceries come home.
Count tableware by guest plus a small reserve: plates, dessert plates, cups, glasses, forks, knives and spoons should not depend on immediate washing during brunch.
Finish cold dishes and decorations before the last cooking window. Keep hot dishes for the final stage, using hot trays if they need to stay warm while guests are seated.

Frequently asked questions

How far in advance should I send Mother’s Day brunch invitations?: Send invitations about 3 to 4 weeks before the brunch. Set an RSVP deadline at least 7 days before the event so you can confirm quantities, dietary requirements and the bakery order.
How much food should I plan for a Mother’s Day brunch?: Plan the menu from the confirmed guest count, then add roughly 10% extra for shared dishes. Include enough for a main savoury selection, salads, desserts, bakery items and drinks rather than relying on one large dish.
What can I prepare the day before a brunch?: Prepare desserts, salads that hold well, decorations and the table layout the day before. You can also wash produce and check dishes, glassware and serving pieces, while leaving hot dishes and delicate finishing steps for the event day.
How early should I start setting up a Mother’s Day brunch?: Allow at least 3 hours for venue cleaning, tables and chairs, table setting, decorations and food staging. Start hot dishes late enough to serve them warm, but leave a final 30-minute buffer for delays.

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