Spring lunch checklist: what to arrange and when

A spring lunch runs smoothly when the guest list, menu and table setup are settled before fresh food arrives. Start with invitations and dietary requirements, then confirm quantities, venue details and rented tableware. Buy non-perishables first and leave vegetables, bread and other fresh groceries until the final days. On the day, allow time for chilling drinks, preparing salads and desserts, setting tables, and opening the buffet on schedule.

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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

Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Determine menu and quantities
2 people
Reserve venue and tables
Reserve tableware and glassware
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Prepare desserts
2 people
Set out bread and toppings
2 people
Prepare hot dishes
4 people
Check the venue
2 people
Set up tables and chairs
4 people
Set the tables
4 people
Set up the buffet and drinks table
3 people
Hang decorations
2 people

Event

Prepare coffee and tea
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Open the buffet
2 people
Refill Dishes
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Remove waste along the way

Aftercare

Tear down the buffet
3 people
Collect tableware
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Sort and take out waste
2 people
Return materials
2 people
Store leftover food safely
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 60
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 60
Cutlery setsqty 65
Serving plattersqty 12
Serving boardsqty 6
Serving spoonsqty 12
Pliersqty 8

Decorations

Tableclothsqty 8
Vasesqty 8
Flower arrangementsqty 8
Buntingqty 6
Menusqty 10
Name badgesqty 55

Lighting

String lightsqty 4
Table lanternsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Coolersqty 4
Thermos flasksqty 6

Kitchen

Chef's knivesqty 4
Cutting boardsqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Bottle openersqty 3

Cleaning

Bucketsqty 2
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you finalise the guest list. Set a clear reply deadline, ideally 7 to 10 days before the lunch.
Confirm the menu and quantities after registrations close. For a seated lunch, plan roughly 1 dinner plate, 1 dessert plate, 1 water glass, 1 wine glass and 1 complete cutlery set per guest, plus at least 10% spare.
Do non-perishable shopping several days ahead, but buy fresh groceries 1 to 2 days before the lunch. Chill drinks at least 4 hours before guests arrive; use coolers if the refrigerator cannot hold everything.
Prepare salads, desserts and cold toppings before guests arrive, then keep hot dishes warm in food warmers. Set out bread and toppings close to serving time so they do not dry out.
Allow at least 90 minutes for tables, chairs, tablecloths, place settings, buffet and drinks tables. Put coffee machines, kettles, cups and thermos flasks together so coffee and tea service does not block the buffet.

Frequently asked questions

How far in advance should I plan a spring lunch?: Send invitations about 3 to 4 weeks ahead and close registrations 7 to 10 days before the lunch. Use the final guest count to confirm food quantities, dietary requirements, seating and tableware.
How much food do I need for a spring lunch?: Base quantities on the confirmed number of guests and allow about 10% extra for bread, salads and popular side dishes. For drinks, plan roughly 2 to 3 drinks per person during the first hour, then adjust for the length of the lunch.
When should I buy groceries for a spring lunch?: Buy non-perishable items 3 to 7 days in advance. Buy fresh vegetables, bread and other short-life ingredients 1 to 2 days before serving, and chill drinks at least 4 hours beforehand.
How long does it take to set up a spring lunch?: Allow 90 minutes to 2 hours for tables and chairs, tablecloths, place settings, decorations, buffet, drinks and coffee equipment. Finish the setup at least 30 minutes before guests arrive so you can welcome them without rushing.

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