How to organise a lunch concert without last-minute problems

A lunch concert has two schedules to coordinate: the meal and the performance. Start by confirming the venue, date and performers, then work towards registrations, dietary requirements, catering and technical needs. The final setup should leave enough time to check the room, arrange seating, prepare the buffet and complete a sound check before guests arrive. This approach helps prevent common delays, especially when chilled food, instruments, microphones or power connections are involved.

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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
Confirm date and location
2 people
2
Booking performers
2 people
3
Set the schedule and game times
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Reserve catering and groceries
2 people
8
Coordinate technical requirements
2 people
9
Check musical instruments
10
Communicate route and parking
11
Do the shopping
2 people
12
Store chilled products
2 people
13
Prepare lunch ingredients
3 people
14
Set out tableware and supplies
2 people

Event

15
Open venue
2 people
16
Check the space and toilets
2 people
17
Set up tables and chairs
4 people
18
Clear the stage area
2 people
19
Set up the sound system
3 people
20
Connect microphones and instruments
3 people
21
Perform sound check
3 people
22
Set up the buffet and drinks station
3 people
23
Prepare coffee and tea
2 people
24
Portioning lunch
3 people
25
Welcome performers
26
Handle guest reception
2 people
27
Announce the program
28
Serve lunch
4 people
29
Refill drinks
2 people
30
Collect tableware
2 people
31
Provide break catering
2 people
32
Handling audience questions and requests
33
Escort artists on departure

Aftercare

34
Take down the sound system
3 people
35
Put furniture back
4 people
36
Wash dishes
3 people
37
Collect and remove waste
2 people
38
Clean the venue
3 people
39
Check equipment and materials
2 people
40
Return borrowed items
2 people
41
Clear away leftover catering

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Buffet tablesqty 3
Changing room chairsqty 6

Tableware

Platesqty 80
Bowlsqty 70
Coffee cupsqty 70
Glassesqty 100
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Instrument standsqty 4
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3

Lighting

Stage lightsqty 4

Decorations

Tableclothsqty 10
Menusqty 70
Program leafletsqty 80
Name badgesqty 10

Catering

Groceries
Coffee filtersqty 100
Dietary requirement labelsqty 30

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mopsqty 2
Toilet brushesqty 3

Tips

Set the guest deadline at least 7 days before the concert. Use the final registration list to confirm portions, dietary requirements, seating and the number of plates, glasses and coffee cups needed.
Create a running order with separate time blocks for arrival, lunch, performance and clearing away. Keep at least 30 minutes before the first note for opening the venue, checking toilets, positioning furniture and testing the sound system.
Ask performers for their technical requirements at least 2 weeks in advance. Confirm microphones, stands, instrument stands, speakers, mixer inputs, stage lights and power points rather than discovering missing equipment during setup.
Prepare the food in the right order: store chilled products as soon as they arrive, prepare ingredients before guests come in, and only portion lunch when the buffet and serving utensils are ready. Keep a clear route between the kitchen, buffet tables and seating.
Assign one person to welcome performers and another to manage guest arrival. Performers need access to the changing room and stage area before the audience arrives, while the front-of-house person can answer route, parking and seating questions without interrupting the sound check.

Frequently asked questions

How far in advance should I book performers for a lunch concert?: Contact performers at least 6 to 8 weeks before the planned date, especially if you need a specific lineup. Confirm the performance length, arrival time, instruments and technical requirements in writing.
When should guests register for a lunch concert?: Close registrations 7 days before the event. That gives you time to collect dietary requirements, confirm catering quantities and prepare menus, seating and tableware without rushing.
How much time do I need for a lunch concert sound check?: Reserve 45 to 60 minutes for the sound check, including microphone levels, instrument connections, speakers and mixer settings. Add another 15 minutes if the performers use unfamiliar equipment or the room has difficult acoustics.
What should I prepare on the morning of a lunch concert?: Allow at least 2 hours before guests arrive for venue access, room and toilet checks, table and chair setup, buffet preparation, coffee and tea, and the sound system. Finish the sound check before the first guests enter.

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