Sunday brunch checklist: what to arrange and when

A Sunday brunch runs smoothly when the guest count, dietary requirements, food quantities, and room setup are settled before cooking starts. Use this checklist to work from the first booking and invitations through to the buffet opening. Plan separate stations for coffee and tea, cold toppings, yogurt, bread, and hot dishes. On the day, leave enough time for fresh fruit, eggs, drinks, allergen labels, and a final check of the reception area.

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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

Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Set menu and quantities
Check supplies
Check the shopping list
Buy fresh groceries
2 people
Set out crockery and glassware
2 people
Chill drinks
Set up tables and chairs
3 people
Set the table
2 people
Set up buffet stations
2 people
Hang decorations
2 people
Set up the coffee and tea station
2 people
Wash and cut fruit
2 people
Set out bread and toppings
2 people
Prepare the yogurt bar
Boil and fry eggs
2 people
Finish hot dishes
2 people
Mark allergens
Check the reception area

Event

Welcome guests
2 people
Open the brunch buffet
2 people
Serve coffee and tea
2 people
Refill hot dishes
2 people
Refill drinks
Keep the buffet clean and replenished
2 people
Collect used dishes
2 people
Serve the final coffee and tea
Close the buffet
2 people

Aftercare

Store food chilled
2 people
Take down tables and chairs
3 people
Wash dishes and glassware
3 people
Clean the kitchen
2 people
Collect and take away waste
2 people
Leave venue clean
2 people
Store leftover materials

What to bring

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

Furniture

Buffet tablesqty 3
Dining tablesqty 5
Chairsqty 36
High tablesqty 2

Tableware

Dinner platesqty 40
Breakfast platesqty 40
Coffee cupsqty 40
Drinking glassesqty 45
Champagne glassesqty 36
Cutlery setsqty 40
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Serving spoonsqty 8
Butter knivesqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 2

Kitchen

Frying pansqty 3
Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Mixing bowlsqty 4
Kitchen scale

Decorations

Tableclothsqty 7
Napkinsqty 60
Flower arrangementsqty 5
Menu standsqty 4

Lighting

LED string lightsqty 3

Cleaning

Waste binsqty 3
Washing-up basinsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set a firm RSVP deadline before buying food. Confirm the final guest count and dietary requirements at least 3 days before the brunch, then adjust the menu and quantities.
Allow 60–90 minutes for room setup. Arrange dining tables, chairs, buffet tables, crockery, and serving equipment before you start preparing hot food.
Put the coffee and tea station in a separate area from the buffet if possible. Set out cups, glasses, coffee machines, kettles, and supplies before guests arrive so the food queue keeps moving.
Prepare cold items first: wash and cut the fruit, set up the yogurt bar, and arrange bread and toppings 30–60 minutes before opening. Keep hot dishes for the final cooking stage.
Label allergens before guests enter the room, not while serving. Chill drinks and check the reception area during the last 15 minutes, then welcome guests and open the buffet.

Frequently asked questions

How far in advance should I send Sunday brunch invitations?: Send invitations 3–4 weeks before the brunch and set the RSVP deadline 5–7 days before it. That gives you time to process registrations, collect dietary requirements, and buy the right quantities.
How much food should I plan for a Sunday brunch?: Use the confirmed guest count to set quantities, rather than estimating from invitations. Plan 2–3 drinks per person for the first hour, then check the menu balance across bread and toppings, fruit, yogurt, eggs, and hot dishes.
When should I set up a Sunday brunch buffet?: Start the room and buffet setup 60–90 minutes before guests arrive. Put out crockery and serving equipment first, prepare cold food 30–60 minutes beforehand, and finish eggs and hot dishes during the final 20–30 minutes.
How do I keep Sunday brunch food fresh?: Keep drinks chilled until shortly before service and use coolers or covered trays where needed. Prepare fruit and yogurt close to opening time, and cook or finish hot dishes within 20–30 minutes of serving.

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