What to buy for a lunch concert

A lunch concert needs more than sandwiches and coffee. You will need food for the registered audience and performers, chilled lunch items, drinks, servingware and everything required to run a buffet without delays. Plan quantities from the final visitor list, including dietary requirements, and keep cold items chilled until shortly before serving. This checklist also covers practical supplies for coffee service, food preparation and the concert setup, so you can shop once and avoid last-minute trips.

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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
- White rolls - 80 pieces
- Whole wheat rolls - 60 pieces
- Mini croissants - 50 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Tuna salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Red bell pepper - 6 pieces
- Red onion - 4 pieces
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mini muffins - 80 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 8 liters
- Apple juice - 6 liters
- White wine - 10 bottles
- Rosé - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 24 bottles
- Lemons - 10 pieces
- Herbal tea - 2 boxes
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paper napkins - 200 pieces
- Paper table runners - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls

Tips

Allow 1½ to 2 filled rolls or sandwich portions per visitor, plus extra bread and fillings for performers and staff. Order bread and fillings at least 2 days ahead if a bakery or caterer is involved.
Buy 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include still water and account for performers who may need water during the set.
Plan one coffee or tea serving per guest, with 10% extra. For a group of 40, that means at least 44 cups, matching saucers if used, teaspoons, and enough coffee, tea, milk and sugar for the full lunch period.
Check dietary requirements before shopping and label vegetarian, vegan, gluten-free and allergen-containing fillings. Keep separate serving tongs and preparation boards available where cross-contact could be a problem.
Count buffet and tableware against the confirmed visitor list: one dinner plate, dessert plate, fork, knife, spoon, coffee cup and water glass per person, plus at least 10% spare. Buy or borrow serving trays, tongs and bread knives before the event day.

Frequently asked questions

How much food do I need for a lunch concert?: Allow 1½ to 2 sandwich portions or filled rolls per guest, with 10% extra for unexpected visitors and staff. Add separate portions for performers if they are eating before or after the concert.
How many drinks should I buy for a lunch concert?: For the first hour, plan 2 to 3 drinks per person, including water, coffee and tea. For every additional hour, add about 1 drink per person and keep chilled items in coolers until serving.
How much tableware is needed for a lunch concert?: Start with one of each required item per registered guest: dinner plate, dessert plate, fork, knife, spoon, coffee cup and water glass. Add 10% spare, so a list of 40 guests requires at least 44 of each item.
When should I order bread and sandwich fillings?: Confirm the final visitor count and dietary requirements 3 to 5 days before the concert. Place the bread and filling order at least 2 days ahead, then collect or buy chilled items on the morning of the event.

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