Lunch concert checklist: what to arrange and when

A lunch concert combines a live performance with a meal, so the timing has to work for both. Confirm the venue, artists and repertoire first, then collect registrations and dietary requirements before ordering food. On the day, allow time for room setup, buffet preparation and a proper sound check before guests arrive. This checklist keeps the practical details together, including items that are easy to leave until the last minute.

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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

Confirm date and location
Record performers and repertoire
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize visitor list
Confirm artist information
Check the shopping list
2 people
Do the shopping
2 people
Order bread and fillings
Test equipment
2 people
Chill lunch items
2 people
Prepare sandwiches and toppings
3 people
Set out coffee and tea
2 people
Open venue
2 people
Clean the room
2 people
Set up tables and chairs
4 people
Set up buffet tables
2 people
Hang up decorations
2 people
Set up sound equipment
3 people
Connect instruments and microphones
2 people
Perform sound check
2 people
Set up the information table

Event

Welcome visitors
3 people
Explain the program
Open the lunch buffet
2 people
Serve lunch
3 people
Refill drinks
2 people
Support the concert
2 people
Clear dishes and tables
2 people
See visitors out
2 people

Aftercare

Dismantle audio equipment
3 people
Put furniture back
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed materials
2 people
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

Confirm the artist lineup, repertoire and technical requirements before sending invitations. This gives you time to arrange the mixing desk, microphones, stands, cables and power safely.
Close registrations before buying food, then use the final guest count and dietary requirements to order bread, fillings and chilled lunch items. Keep a small buffer rather than guessing several days in advance.
Plan the room in two separate zones: tables and chairs for lunch, and a clear performance area with active speakers, instrument microphones and music stands. Check that cables can be covered with cable mats.
Start venue access early enough for cleaning, buffet tables, coffee machines, kettles and tableware before the sound check. A lunch concert needs both the hospitality setup and the audio setup finished before doors open.
Test every microphone, instrument connection and speaker before welcoming visitors. Keep extension cords, power strips and spare audio cables available so a failed connection does not delay the performance.

Frequently asked questions

How far in advance should I organise a lunch concert?: Confirm the date, venue and artists at least 6 to 8 weeks beforehand. Send invitations once the repertoire and practical artist information are settled, then close registrations early enough to order the lunch.
When should I finalise the guest list for a lunch concert?: Finalise the visitor list 5 to 7 days before the concert. Use it to check dietary requirements, prepare the information table and order the correct amount of bread, fillings and drinks.
How early should the venue open on the day?: Allow at least 3 hours before guests arrive for cleaning, tables, chairs, buffet tables, coffee and tea, decorations and sound equipment. Schedule the sound check before the welcome period, not during it.
How much time does a lunch concert sound check take?: Reserve 45 to 60 minutes for connecting instruments and microphones and testing the active speakers and mixing desk. Add extra time if several performers or wireless microphones are involved.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.