Lunch Concert Checklist

A lunch concert combines a seated meal, live music, and a fairly tight timetable. Start with the venue, musicians, and programme, then confirm registrations, dietary requirements, catering, and music rights. In the final week, share travel details, print the guest list and programmes, and buy anything still missing. On the day, allow time to ventilate the room, arrange tables and chairs, prepare the buffet, and test the microphone before guests arrive.

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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

Reserve venue
Book musicians
Compile program
2 people
Send invitations
Process registrations
Collect dietary requirements
Book catering
Check music rights
Print the invitation list
Print programs
Share route and parking
Do the shopping
2 people
Chill drinks
2 people
Prepare lunch
3 people
Prepare coffee and tea
2 people
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the buffet
3 people
Set out tableware
2 people
Set up music areas
3 people
Set up instruments
3 people
Set up music stands
2 people
Hang decorations
2 people
Set up the entrance and coat check
2 people

Event

Welcome guests
3 people
Hand out programs
2 people
Open the lunch buffet
2 people
Serve lunch
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Announce the concert
Support the concert
Inform guests about departure

Aftercare

Tear down the buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Pack instruments
3 people
Clear music stands
2 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
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

Settle the venue and musicians before sending invitations. You need the room’s capacity, available tables and chairs, power points, music area, and access times before confirming the guest list.
Close registrations early enough to give the caterer a reliable number. Collect dietary requirements at the same time, then check the final count before ordering lunch and drinks.
Build the programme around the meal rather than treating music as background. Confirm the running order, music rights, microphone, music stands, instruments, and extension cords before the event week.
Prepare the room in two stages: arrange furniture and the music area first, then set out tableware, buffet equipment, decorations, and menu card holders. This leaves time to correct blocked walkways or missing power access.
Do the cold-storage and hot-drink preparation last. Chill drinks before guests arrive, and keep coffee, tea, soup, serving utensils, and spare tableware together at the buffet so volunteers do not have to search during lunch.

Frequently asked questions

How far in advance should I plan a lunch concert?: Start at least 6 to 8 weeks ahead if you need to book both a venue and musicians. Send invitations after those two points are confirmed, and set a registration deadline about 10 to 14 days before the concert.
How many drinks should I provide for a lunch concert?: For the first hour, allow 2 to 3 drinks per person, then roughly 1 drink per person for each additional hour. Add coffee and tea separately, and check whether the caterer includes water or other drinks.
When should I collect dietary requirements for a lunch concert?: Ask for dietary requirements with the registration form and close the list 10 to 14 days before the event. Send the final numbers and requirements to the caterer immediately after the deadline.
How early should I arrive to set up a lunch concert?: Allow at least 2 to 3 hours before guests arrive. Use the first hour for ventilation, tables, chairs, and the buffet; reserve the final 30 minutes for sound checks, chilled drinks, coffee and tea, and printed materials.

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