Business lunch checklist and planning guide

A business lunch runs smoothly when guest details, catering and room setup are handled in the right order. Start by confirming attendees and dietary requirements, then finalise the menu and suppliers before preparing the room. On the day, allow time for fresh groceries, chilled drinks, buffet setup and table settings. This checklist helps you see what needs arranging early and what can wait until the final hours 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
Create menu
2 people
Confirm suppliers
Create the table layout
Prepare name badges
Print the program
Check groceries
Do non-perishable shopping
2 people
Check tableware and equipment
2 people
Pick up fresh groceries
2 people
Check refrigerated products
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare bread and toppings
3 people
Prepare salads
2 people
Reheat soup
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up buffet
3 people
Place name tags
Set out coffee and tea
2 people
Set up the reception table

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Designate Diet Meals
Open the lunch buffet
2 people
Serve lunch
3 people
Refill drinks
2 people
Keep the buffet tidy
Refill coffee and tea
Collect used dishes
2 people
Say goodbye to guests

Aftercare

Clear away food and drinks
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Clean equipment
2 people
Inventory materials
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 40
Bread platesqty 40
Soup bowlsqty 40
Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 12
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Soup potsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 3
Extension cordsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Name badgesqty 40
Table number cardsqty 6

Catering

Groceries

Tips

Collect dietary requirements with registrations and give the caterer a final confirmed list at least 3 business days before lunch. Keep the information with the menu and serving plan so special meals are not missed.
Finish the table layout before printing name badges, table number cards and the programme. Allow at least 10 minutes to check that every guest has a seat, readable name badge and the correct table information.
Buy non-perishable groceries and check tableware several days ahead, then pick up fresh groceries on the day. Count plates, bowls, glasses, cutlery and serving utensils for every guest, plus a small reserve of 5 to 10 percent.
Chill drinks for at least 4 hours before serving and check refrigerated products when they arrive. If the lunch includes soup or hot food, test the soup pots, hot trays and extension cords before guests enter the room.
Set out coffee and tea only after the meal area is ready, with cups, spoons, kettles or coffee machines nearby. Place the coffee station where it will not block the buffet or create a queue at the entrance.

Frequently asked questions

How far in advance should I organise a business lunch?: Start planning 2 to 3 weeks ahead if guests, suppliers or dietary requirements need coordinating. Confirm the final guest count and dietary information at least 3 business days before the lunch.
How many glasses and plates do I need for a business lunch?: Plan one dinner plate, one bread plate, one water glass and one wine glass per guest when wine is served. Add 5 to 10 percent extra tableware for breakages, spills or late changes.
When should I prepare the food for a business lunch?: Wash fruit and vegetables, prepare salads and arrange bread and toppings on the day of the lunch. Chill drinks for at least 4 hours, and reheat soup or other hot food close enough to serving time that it stays hot.
When should I set up the tables for a business lunch?: Set up tables, chairs and the buffet before guests arrive, preferably 60 to 90 minutes in advance. Finish table settings and place name tags after the layout has been checked against the final guest list.

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