Passover celebration checklist

Use this Passover celebration checklist to organize the Seder in the right order, from confirming the date and room to preparing food and setting the tables. The plan covers guest registration, dietary requirements, children’s activities, Haggadot, liturgy, music, Seder plates, matzah storage, and kitchen supplies. Start with the guest count and menu, then check equipment and fresh ingredients before the final preparation day. This helps prevent common last-minute problems, such as too few wine glasses, missing tableware, or matzah stored where it can go stale.

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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

Confirm date and location
2 people
Reserve the room
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Register children for the program
Determine the final number of guests
2 people
Determine menu and portions
3 people
Select Haggadot
2 people
Prepare Passover liturgy
2 people
Choose music for the evening
Prepare children's activities
2 people
Arrange the table layout
2 people
Create place cards
2 people
Check the Seder plates
2 people
Count tableware and glassware
2 people
Check cold storage
Order required materials
Check the shopping list
3 people
Check expiration dates
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Store matzah safely
2 people
Wash and cut vegetables
3 people
Prepare charoset
2 people
Prepare chicken soup
2 people
Prepare desserts
2 people
Chill drinks
2 people
Set out cleaning supplies

Event

Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
3 people
Set the tables
5 people
Fill the seder plates
3 people
Present matzot
2 people
Lay out place cards
2 people
Place candles and decorations
2 people
Test sound equipment
2 people
Set up kids' corner
2 people
Set up buffet
4 people
Set up the reception table
2 people
Welcome guests
3 people
Serve welcome drinks
3 people
Register attendance
Open the seder evening
Light candles
2 people
Pour Kiddush
2 people
Guide handwashing
2 people
Lead the seder meal
2 people
Guide children
2 people
Refill drinks
2 people
Serve soup
4 people
Serve the main course
5 people
Clear plates
4 people
Serve dessert
3 people
Serve coffee and tea
3 people
Lead the closing songs
2 people
See off guests
3 people

Aftercare

Pack leftover food
3 people
Collect waste
3 people
Clear away dishes
4 people
Wash dishes
4 people
Take down tables and chairs
4 people
Clean the venue
4 people
Empty refrigerators
2 people
Turn off lights
Lock up the venue
2 people
Distribute leftovers
2 people
Clean and store materials
2 people
Return borrowed items
2 people
Return lost items

What to bring

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

Furniture

Tablesqty 7
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2

Tableware

Dinner platesqty 60
Deep platesqty 60
Dessert platesqty 60
Bowlsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12
Seder platesqty 7
Kiddush cupsqty 7
Matzah platesqty 7
Napkin ringsqty 55

Kitchen

Cutting boardsqty 5
Chef's knivesqty 5
Mixing bowlsqty 8
Measuring cupsqty 3
Serving plattersqty 12
Hot traysqty 6
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 4
Corkscrewsqty 3
Water jugsqty 8
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4

Decorations

Tableclothsqty 7
Napkinsqty 60
Seat cardsqty 55
Menusqty 55
Flower arrangementsqty 7
Table runnersqty 7
Children's craft kitsqty 12
Storage basketsqty 4

Lighting

Candlesticksqty 7
Candle holdersqty 14
LED lightsqty 6

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4
Phone chargersqty 3
Thermometersqty 2

Cleaning

Waste binsqty 5
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Spongesqty 12
Hand soap dispensersqty 4
Towel rollsqty 6

Catering

Groceries

Tips

Confirm the final guest count before fixing menu portions or buying fresh produce. Recheck registrations and dietary requirements at least 7 days before the Seder so you can adjust the menu and seating.
Count every place setting, including dinner plates, deep plates, dessert plates, bowls, forks, knives, spoons, water glasses, and wine glasses. Add a small buffer rather than discovering shortages when guests arrive.
Check the Seder plates, Kiddush cups, matzah plates, Haggadot, and liturgy before the event day. Set aside enough copies for every participant, including children who will join the program.
Store matzah in a dry, protected place and check cold storage before shopping. Wash and cut vegetables close enough to serving time for freshness, while preparing shelf-stable items earlier.
Plan the room layout before setting the tables: allow space for buffet tables, serving platters, hot trays, coat racks, and children’s activities. Test that serving spoons, corkscrews, oven mitts, foil, cling film, and storage bins are available before cooking begins.

Frequently asked questions

How far in advance should I send Passover celebration invitations?: Send invitations 4 to 6 weeks before the Seder, especially if guests need to confirm dietary requirements or register children for the program. Set a response deadline about 10 days before the event so you can finalize portions and seating.
When should I finalize the Passover guest count?: Finalize the guest count 7 to 10 days before the celebration. Use that number to calculate menu portions, table settings, Haggadot, wine glasses, Kiddush cups, and children’s activity materials.
How many wine glasses and place settings do I need for a Passover Seder?: Prepare one complete place setting per guest, plus 2 to 4 spare settings if space and supplies allow. Count wine glasses separately and include enough Kiddush cups and serving pieces for the Seder and the meal.
When should I prepare vegetables and store matzah for Passover?: Store matzah as soon as it is purchased in a dry, protected place. Wash and cut vegetables on the preparation day, or up to 24 hours ahead when they can be covered and refrigerated safely.

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