What to Buy for a Lunch Concert

A lunch concert needs more than food and drinks: guests also need a complete table setting, performers need suitable seating and sound equipment, and service items keep the buffet moving. Use this list to check what must be bought, borrowed or collected before the day. Plan separate serving pieces for vegetarian and other dietary meals, and make sure coffee, tea and water can be served throughout the programme. Fresh produce and chilled drinks should be collected as close to the event as practical.

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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
- Whole wheat bread - 12 loaves
- White rolls - 60 pieces
- Multigrain rolls - 30 pieces
- Unsalted butter - 2 packs
- Mild cheese - 3 kilograms
- Brie - 1,5 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Chicken breast topping - 1.5 kilograms
- Smoked salmon - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Arugula - 500 grams
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Herb butter - 1 kilogram
- Pasta salad - 5 kilograms
- Potato salad - 4 kilogram
- Quinoa salad - 3 kilograms
- Chicken skewers - 60 pieces
- Vegetarian vegetable skewers - 30 pieces
- Herbs - 6 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 1 jar
- Mustard - 2 jars
- Ketchup - 2 bottles
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Mini pastries - 80 pieces
- Cookies - 4 packs
- Coffee - 3 packs
- Tea selection - 100 bags
- Sugar - 2 kilograms
- Milk - 6 liters
- Oat milk - 4 liters
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Non-alcoholic beer - 30 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 kilograms
- Napkins - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Count one plate, bowl, fork, knife, teaspoon and water glass per guest, then add at least 10% extra for breakage, spills and second servings. A buffet also needs separate serving cutlery for each dish.
Allow two to three drinks per person for the first hour, then one additional drink per person for each following hour. Chill the drinks before guests arrive and keep extra bottles in coolers.
Keep vegetarian and other diet meals on separate platters or in covered serving bowls. Prepare one clear label for every special meal so the catering team does not have to identify dishes during service.
For coffee and tea, provide one cup and teaspoon per guest, plus coffee pots, teapots, water jugs and thermos flasks if service continues during the concert. Check that hot drinks can be refilled without crossing the performance area.
Test the active speakers, mixer, microphones, stands, instrument cables and DI boxes before shopping is finished. Bring performer chairs, music stands and headphones where the programme or sound check requires them, rather than arranging them on the day.

Frequently asked questions

How much tableware do I need for a lunch concert?: Start with one complete place setting per registered guest and add 10% spare items. For 50 guests, that means 55 plates, bowls, forks, knives, teaspoons and water glasses, unless you have confirmed that some pieces will be reused.
How many drinks should I buy for a lunch concert?: Budget two to three drinks per person for the first hour, followed by one drink per person for every additional hour. For 50 guests and a two-hour programme, plan roughly 150 to 200 drinks, adjusted for the menu and weather.
When should I buy food and fresh produce for a lunch concert?: Buy shelf-stable goods and drinks several days ahead, then collect fresh produce on the day before or the morning of the concert. Chill drinks and refrigerate prepared food early enough to reach serving temperature before guests arrive.
What sound equipment is needed for a lunch concert?: At minimum, check the active speakers, mixer, microphones, microphone stands, instrument cables and DI boxes against the performers’ technical requirements. Complete a sound test at least 2 to 3 hours before doors open and keep spare cables available.

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