How to organise a lunch concert without last-minute problems

A lunch concert combines a live performance with a meal, so the schedule has to protect both. Start by confirming the venue, date, artists and repertoire, then manage invitations, registrations and dietary requirements before ordering food. On the day, finish the room and buffet setup before testing microphones and instruments. Keep enough time between the sound check and the welcome so performers are ready when guests arrive and lunch can be served without interrupting the music.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2
Record performers and repertoire
2 people
3
Make reservations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Finalize visitor list
8
Confirm artist information
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Order bread and fillings
12
Test equipment
2 people
13
Chill lunch items
2 people
14
Prepare sandwiches and toppings
3 people
15
Set out coffee and tea
2 people
16
Open venue
2 people
17
Clean the room
2 people
18
Set up tables and chairs
4 people
19
Set up buffet tables
2 people
20
Hang up decorations
2 people
21
Set up sound equipment
3 people
22
Connect instruments and microphones
2 people
23
Perform sound check
2 people
24
Set up the information table

Event

25
Welcome visitors
3 people
26
Explain the program
27
Open the lunch buffet
2 people
28
Serve lunch
3 people
29
Refill drinks
2 people
30
Support the concert
2 people
31
Clear dishes and tables
2 people
32
See visitors out
2 people

Aftercare

33
Dismantle audio equipment
3 people
34
Put furniture back
3 people
35
Wash dishes
2 people
36
Collect waste
2 people
37
Clean the room
3 people
38
Remove decorations
2 people
39
Return borrowed materials
2 people
40
Store leftover food

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Changing room rack

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Coolersqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Instrument microphonesqty 2
Music standsqty 4
Audio cablesqty 8
Power stripsqty 4
Extension cordsqty 6
Cable matsqty 6

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 2

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Tips

Close registrations several days before the concert and use the final visitor list to confirm dietary requirements, seating needs and the amount of bread, toppings and chilled lunch items to prepare.
Book bread and fillings before the event day rather than relying on a last-minute shop. Prepare sandwiches and buffet items in batches, then keep anything perishable chilled until shortly before serving.
Plan room setup in this order: clean the room, place tables and chairs, arrange the buffet tables, and set out the information table. This prevents cables and sound equipment from blocking the serving area.
Test the mixer, active speakers, microphones, instrument microphones, cables and power strips before visitors arrive. Complete the sound check with the actual instruments and microphones, not just with the speakers switched on.
Allow a separate setup window for coffee and tea. Put cups, water glasses, plates, cutlery and serving utensils in place before opening the venue so the welcome team is not also preparing the buffet.

Frequently asked questions

How far in advance should I plan a lunch concert?: Confirm the date, venue and artists at least 6 to 8 weeks ahead. Send invitations early enough to close registrations several days before the concert and order food from the final numbers.
When should the sound check take place at a lunch concert?: Schedule the sound check after the instruments, microphones and speakers are connected, but before guests arrive. Allow at least 45 minutes for testing levels, replacing cables and solving feedback or power problems.
How much food should I prepare for a lunch concert?: Use the completed visitor list as your base and prepare one lunch portion per registered guest, plus about 5 to 10 percent extra for unexpected guests or larger appetites. Keep chilled items cold until serving and avoid assembling them too early.
What should I confirm with lunch concert guests?: Ask for registrations and dietary requirements before the visitor list is final. Set a firm response deadline at least 3 to 5 days before the concert so the shopping, bread order and buffet quantities can be adjusted.

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.