How to organise a lunch concert without last-minute problems

A lunch concert combines a timed meal with a live performance, so the programme, catering and sound setup have to work together. Start by confirming the date, artists and venue, then build the guest process around registrations and dietary requirements. In the final week, lock the menu, room layout and technical setup. On the day, prepare food and drinks early enough to test the audio before guests arrive, while keeping vegetarian and other diet meals clearly labelled.

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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

1
Set the date and program
2 people
2
Confirm performers
3
Reserve venue
4
Check permits
5
Book catering
6
Reserve audio equipment
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Send parking information
12
Create final guest list
13
Coordinate the lunch menu
2 people
14
Send performer information
15
Set up the room layout
2 people
16
Check technical supplies
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Collect fresh produce
2 people
20
Chill drinks
2 people
21
Prepare lunch
4 people
22
Set aside the vegetarian lunch
2 people
23
Label diet meals
2 people
24
Prepare coffee and tea
2 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up buffet tables
3 people
28
Set out tableware and cutlery
2 people
29
Set up the sound system
3 people
30
Test microphones
2 people
31
Set up instruments and music stands
3 people
32
Check the lighting and power
2 people
33
Hang up the program and signs
2 people

Event

34
Welcome performers
2 people
35
Lead the artists’ soundcheck
2 people
36
Welcome guests
3 people
37
Distribute program
2 people
38
Open the lunch buffet
2 people
39
Serve lunch
4 people
40
Serve diet meals
2 people
41
Refill drinks
2 people
42
Refill coffee and tea
2 people
43
Guide the first concert segment
2 people
44
Take care of the break
3 people
45
Guide second concert part
2 people
46
Inform guests about departure
47
See off guests
2 people

Aftercare

48
Chill leftover food
2 people
49
Collect tableware
3 people
50
Dismantle the sound system
3 people
51
Clear away instruments and music stands
3 people
52
Clear tables and chairs
4 people
53
Collect waste
3 people
54
Wash dishes
3 people
55
Clean the room
3 people
56
Clean the restrooms
2 people
57
Remove decorations
2 people
58
Check and pack equipment
2 people
59
Return borrowed materials
2 people
60
Return unused groceries

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Performer chairsqty 6

Tableware

Platesqty 70
Bowlsqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 70
Knivesqty 70
Forksqty 70
Teaspoonsqty 70
Serving utensilsqty 12

Kitchen

Cutting boardsqty 4
Chef basesqty 4
Serving plattersqty 12
Serving trays with lidsqty 4
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 6
Thermos flasksqty 4
Coolersqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 6
Instrument cablesqty 6
DI boxesqty 2
Headphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 2

Lighting

Stage lightsqty 4
Atmosphere lightsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 8
Program standsqty 4
Signage boardsqty 6

Cleaning

Waste binsqty 6
Cleaning bucketqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the performance and lunch times before booking catering. Allow a clear changeover between eating and the concert, and share the full schedule with the artists and venue.
Close registrations before the final catering order. Use the final guest list to confirm portions, dietary meals and parking information rather than relying on early estimates.
Send artist and technical information at least 7 days before the concert. Confirm microphones, stands, speakers, mixer, cables, DI boxes and music stands against the performers’ requirements.
Finish the room plan before setting up tables and chairs. Leave practical access to the buffet, enough space for performer chairs and stands, and a clear route for serving staff.
Prepare drinks, coffee and tea before guests arrive, but keep hot drinks in thermos flasks until needed. Put labelled diet meals aside before the buffet opens so they are not mixed up.

Frequently asked questions

How far in advance should I organise a lunch concert?: Start at least 6 to 8 weeks before the event. Confirm the artists, venue and programme first, then allow time for invitations, registrations, catering and technical checks.
When should I send lunch concert invitations?: Send invitations around 4 to 6 weeks beforehand and set a registration deadline about 10 to 14 days before the concert. That gives you time to collect dietary requirements and produce a final guest list.
How much food should I order for a lunch concert?: Order one complete lunch portion per registered guest, plus roughly 5 to 10% extra for late changes or larger appetites. Base the final order on the confirmed guest list, including separately prepared vegetarian and diet meals.
When should the sound equipment be tested?: Complete the technical check and a full sound test at least 60 to 90 minutes before guests arrive. Allow extra time if the setup includes several microphones, DI boxes, active speakers or multiple performers.

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