Lunch concert checklist: what to arrange and when

A lunch concert has two schedules to manage: the performance and the meal. Confirm the date, programme, artists and venue first, then work through invitations, registrations, dietary requirements, catering and technical needs. In the final week, lock the guest list, room layout and menu so you can prepare food, drinks, coffee and equipment without last-minute decisions. This checklist also covers details people often miss, such as artist information, parking instructions and separate labels for diet meals.

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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

Set the date and program
2 people
Confirm performers
Reserve venue
Check permits
Book catering
Reserve audio equipment
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parking information
Create final guest list
Coordinate the lunch menu
2 people
Send performer information
Set up the room layout
2 people
Check technical supplies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare lunch
4 people
Set aside the vegetarian lunch
2 people
Label diet meals
2 people
Prepare coffee and tea
2 people
Set up tables
4 people
Set up chairs
3 people
Set up buffet tables
3 people
Set out tableware and cutlery
2 people
Set up the sound system
3 people
Test microphones
2 people
Set up instruments and music stands
3 people
Check the lighting and power
2 people
Hang up the program and signs
2 people

Event

Welcome performers
2 people
Lead the artists’ soundcheck
2 people
Welcome guests
3 people
Distribute program
2 people
Open the lunch buffet
2 people
Serve lunch
4 people
Serve diet meals
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Guide the first concert segment
2 people
Take care of the break
3 people
Guide second concert part
2 people
Inform guests about departure
See off guests
2 people

Aftercare

Chill leftover food
2 people
Collect tableware
3 people
Dismantle the sound system
3 people
Clear away instruments and music stands
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Clean the restrooms
2 people
Remove decorations
2 people
Check and pack equipment
2 people
Return borrowed materials
2 people
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 programme and artist requirements before booking catering. Include arrival, soundcheck and performance times so the lunch service does not overlap with setup or stage access.
Send invitations early enough to collect registrations and dietary requirements before ordering food. Close registrations several days before the concert, then create one definitive guest list for catering and seating.
Plan the room around both lunch and music. Allow space for buffet tables, performer chairs, music stands, microphones and speaker placement rather than fitting the sound equipment in afterwards.
Check every technical item against the artists’ requirements at least one week before the event. Confirm the active speakers, mixer, microphones, stands, cables and DI boxes, and arrange a backup plan for missing connections.
On the event day, chill drinks and prepare coffee and tea before guests arrive. Keep vegetarian and other diet meals separate, label them clearly, and use covered serving dishes so special meals are easy to identify during the buffet service.

Frequently asked questions

How far in advance should I plan a lunch concert?: Start booking the venue, artists, catering and audio equipment at least 8 to 12 weeks ahead. Send invitations once the date and programme are confirmed, then close registrations several days before the concert.
When should I collect dietary requirements for a lunch concert?: Ask for dietary requirements when guests register, ideally 3 to 4 weeks before the event. Give the caterer the final numbers and meal breakdown several days before lunch, and label separate diet meals on the day.
What sound equipment does a lunch concert need?: The exact setup depends on the artists, but check active speakers, a mixer, microphones, microphone stands, music stands, instrument cables and DI boxes. Confirm the complete list at least one week before the concert and test it during setup.
How much time is needed to set up a lunch concert?: Allow at least 3 hours for room layout, buffet tables, seating, sound equipment, artist chairs and a soundcheck. Prepare drinks, coffee, tea and cold food before guests arrive so setup does not continue during lunch.

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