How to organise a lunch concert

A lunch concert has two programmes running at once: the meal and the performance. Start by securing the venue and musicians, then build the programme around the time available for lunch, coffee and changing equipment. Registrations and dietary requirements need to be settled before catering is booked. On the day, allow separate time for room setup, sound checks, food preparation and guest arrival so the concert does not compete with serving lunch.

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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
Reserve venue
2
Book musicians
3
Compile program
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Book catering
8
Check music rights
9
Print the invitation list
10
Print programs
11
Share route and parking
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare lunch
3 people
15
Prepare coffee and tea
2 people
16
Open venue
2 people
17
Ventilate room
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up the buffet
3 people
21
Set out tableware
2 people
22
Set up music areas
3 people
23
Set up instruments
3 people
24
Set up music stands
2 people
25
Hang decorations
2 people
26
Set up the entrance and coat check
2 people

Event

27
Welcome guests
3 people
28
Hand out programs
2 people
29
Open the lunch buffet
2 people
30
Serve lunch
4 people
31
Serve coffee and tea
2 people
32
Refill drinks
2 people
33
Keep the buffet tidy
2 people
34
Announce the concert
35
Support the concert
36
Inform guests about departure

Aftercare

37
Tear down the buffet
3 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Pack instruments
3 people
41
Clear music stands
2 people
42
Collect waste
2 people
43
Clean the room
3 people
44
Check toilets
45
Collect lost and found items
46
Lock up the venue
2 people
47
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Coffee cupsqty 60
Glassesqty 70
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 8
Serving plattersqty 8
Serving traysqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Soup bowlsqty 60
Soup tureenqty 2
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3
Serving tongsqty 6

Equipment

Music standsqty 12
Microphone
Microphone stand
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Menu card holdersqty 8
Program standsqty 2

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Book the venue and musicians before sending invitations, then allow enough time to compile the programme and confirm the performance setup. A music area, stands, microphone and power access should be checked before guests arrive.
Set a registration deadline at least 7 days before the concert. Use the final list to confirm attendance, dietary requirements, seating needs and the amount of lunch and drinks to prepare.
Plan the room in two zones: keep tables, chairs and the buffet clear of the music area. Leave a visible route from the entrance to the coat racks and buffet so guests are not moving through the performance space.
Schedule setup from the time the venue opens. Ventilate first, then arrange furniture, tableware and the buffet; chill drinks and prepare coffee and tea before the first guests arrive rather than during the concert.
Check music rights and practical equipment at least 1 week in advance. Test the microphone, microphone stand, music stands, extension cords and power strips, and print the guest list and programmes before the event day.

Frequently asked questions

How far in advance should I organise a lunch concert?: Start at least 6 to 8 weeks ahead. Reserve the venue and book the musicians first, then send invitations once the date and programme are stable.
When should I close registrations for a lunch concert?: Close registrations 7 days before the event if possible. That gives you time to process the final list, collect dietary requirements and confirm catering quantities.
How much time do I need to set up a lunch concert venue?: Allow at least 2 hours before guests arrive for ventilation, tables, chairs, buffet setup, tableware and the music area. Add extra time if instruments or sound equipment need testing.
When should I prepare the lunch and drinks?: Finish cold food and set out tableware before doors open, then chill drinks and prepare coffee and tea during the final setup period. Keep a short buffer of 30 minutes so serving does not delay the programme.

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