Lunch concert checklist: what to arrange and when

A lunch concert combines a meal, live music and a tight daytime schedule, so small delays can affect the whole programme. Start by confirming the date and venue, then book performers, set the running order and collect registrations with dietary requirements. In the final week, confirm catering, technical needs and parking information. On the day, allow time for the sound check, buffet setup, coffee and tea, and a proper welcome for performers 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

Confirm date and location
2 people
Booking performers
2 people
Set the schedule and game times
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve catering and groceries
2 people
Coordinate technical requirements
2 people
Check musical instruments
Communicate route and parking
Do the shopping
2 people
Store chilled products
2 people
Prepare lunch ingredients
3 people
Set out tableware and supplies
2 people

Event

Open venue
2 people
Check the space and toilets
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up the sound system
3 people
Connect microphones and instruments
3 people
Perform sound check
3 people
Set up the buffet and drinks station
3 people
Prepare coffee and tea
2 people
Portioning lunch
3 people
Welcome performers
Handle guest reception
2 people
Announce the program
Serve lunch
4 people
Refill drinks
2 people
Collect tableware
2 people
Provide break catering
2 people
Handling audience questions and requests
Escort artists on departure

Aftercare

Take down the sound system
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Check equipment and materials
2 people
Return borrowed items
2 people
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 concert timetable before sending invitations. Include arrival, sound check, lunch service, performance slots and any game times, then leave at least 15 minutes between major transitions.
Close registrations early enough to give the caterer a final headcount. Use that list to confirm dietary requirements and portion lunch, rather than trying to make changes while guests are arriving.
Schedule the technical setup before the meal setup. Clear the stage area, position speakers and microphones, connect instruments, and complete the sound check while the room is still quiet.
Keep chilled food in coolers or suitable cold storage until service begins. Prepare cutting boards, serving utensils, platters and tableware together so the buffet can be opened without searching for missing items.
Give performers a clear arrival note at least 3 days ahead. Include the venue route, parking details, access time, changing-room arrangements and who will welcome them on arrival.

Frequently asked questions

How far in advance should I book performers for a lunch concert?: Aim to book performers at least 6 to 8 weeks before the concert. This leaves time to confirm their technical requirements, instruments, arrival time and the final running order.
When should I ask guests about dietary requirements?: Ask for dietary requirements when registrations open and close the response window no later than 7 days before the event. Send the final numbers and requirements to catering immediately after registration closes.
How much time do I need for a lunch concert sound check?: Allow at least 60 minutes for speakers, microphones, instruments and mixer setup, followed by a 20 to 30 minute sound check. Add extra time if several performers share the equipment.
When should I set up the buffet for a lunch concert?: Set out tables, tableware and the drinks station about 45 to 60 minutes before lunch service. Keep chilled products stored safely until close to serving time, and prepare coffee and tea just before guests sit down.

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