Dinner concert checklist: what to arrange and when

A dinner concert combines a seated meal with a live music programme, so catering and technical planning have to fit together. Start by confirming the date and location, booking the musicians and sending invitations early enough to collect registrations and dietary requirements. Then finalize the menu, table layout, quantities and equipment. In the final days, separate fresh shopping from non-perishable supplies, prepare sauces and dessert, chill drinks and test the sound setup 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

Confirm date and location
2 people
Hire musicians
2 people
Create menu
2 people
Compile the music program
2 people
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Create the table layout
2 people
Make reservations
Coordinate technical setup
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Count tableware and glassware
Test equipment
2 people
Send confirmation to guests
Create final guest list
Label diet meals
2 people
Buy fresh groceries
2 people
Do non-perishable shopping
2 people
Wash and cut vegetables
3 people
Prepare dessert
2 people
Make sauces and dressings
2 people
Chill drinks
2 people

Event

Set out the musical instruments
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Set up tables
3 people
Set up chairs
3 people
Set table linen
2 people
Set the tables
3 people
Hang up decorations
2 people
Set up the lighting
2 people
Set up the buffet and bar
3 people
Set up the kitchen workspace
2 people
Finish dishes
4 people
Set out the welcome drink
2 people
Set up entrance and cloakroom
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Announce the program
Perform first music set
4 people
Serve starter
4 people
Refill drinks
2 people
Clear tables
3 people
Perform the second music set
4 people
Serve the main course
4 people
Serve diet meals
2 people
Collect tableware
3 people
Perform the third music set
4 people
Serve dessert
4 people
Serve coffee and tea
2 people
Perform the final music set
4 people
Assist with farewell and cloakroom
2 people
Store leftover drinks safely
2 people

Aftercare

Turn off the sound equipment
2 people
Pack musical instruments
2 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the room
3 people
Collect and remove waste
2 people
Remove decorations
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 4
Coat racksqty 2
Tableclothsqty 8
Napkin ringsqty 60

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Dinner cutleryqty 70
Dessert cutleryqty 70
Serving spoonsqty 12
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 4
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 2
Laptop

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Roasting pansqty 4
Cooking potsqty 4
Baking dishesqty 6
Baking traysqty 4
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Kitchen tongsqty 6
Serving spoonsqty 8
Oven mittsqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menusqty 60
Name badgesqty 60
Welcome sign

Lighting

Atmosphere lightsqty 12
String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 3

Catering

Groceries

Tips

Book the musicians and confirm the technical setup before sending invitations. The room layout, speakers, mixer, microphones and instrument cables may affect how many tables and seats fit.
Ask for dietary requirements when guests register, then use the final guest list to label special meals. Do this before buying fresh groceries so you can calculate portions without last-minute substitutions.
Count every place setting, not just dinner plates: include dessert plates, soup bowls, coffee cups, water and wine glasses, and both dinner and dessert cutlery. Add serving spoons and carafes to the count.
Split shopping into two rounds: buy non-perishable items first and fresh groceries close to the event. Wash and cut vegetables, prepare sauces and dressings, and make dessert only after the final guest count is confirmed.
Run a complete sound check before the doors open, including microphones, stands, DI boxes, laptop, extension cords and power strips. Set out music stands and instruments in the same positions used during the test.

Frequently asked questions

How far in advance should I send dinner concert invitations?: Send invitations about 6 to 8 weeks before the dinner concert. Allow at least 2 weeks for registrations and dietary requirements, then send confirmation once the final guest list is ready.
How many glasses and plates do I need per dinner concert guest?: Plan one dinner plate, one dessert plate, one set of dinner cutlery and one set of dessert cutlery per guest. For drinks, count at least one water glass and one wine glass per person, plus a 10% spare allowance for breakage or replacements.
When should I prepare food for a dinner concert?: Buy fresh groceries 1 to 2 days before the event when possible. Prepare dessert, sauces and dressings ahead of time, then wash and cut vegetables on the day they are needed so the meal and concert schedule remain manageable.
When should I test the sound equipment for a dinner concert?: Test the speakers, mixer, microphones, cables, DI boxes and laptop at least 2 to 3 hours before guests arrive. Leave enough time to reposition tables or microphone stands without delaying seating or the music programme.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.