What to buy for a lunch concert

A lunch concert needs more than lunch and instruments. You also need a clear coffee service, buffet equipment, enough tableware, and practical supplies for the musicians and audience. Plan quantities from the guest list, then add a small buffer for late registrations and second servings. This checklist covers the items most often forgotten, including serving pieces, thermos flasks, extension cords and menu card holders. Buy chilled drinks and fresh food close to the event, while arranging reusable equipment several days ahead.

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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
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
- Small rolls - 75 pieces
- Whole wheat rolls - 25 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 750 grams
- Egg salad - 750 gram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Lettuce - 6 heads
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 12 pieces
- Red onions - 1 kilogram
- Chicken soup - 8 liters
- Tomato soup - 8 liters
- Vegetable broth - 8 liters
- Croutons - 500 grams
- Parsley - 4 bunches
- Salt - 1 pack
- Black pepper - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Cookies - 4 packs
- Coffee - 2 kilograms
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 1 kilogram
- Ice cubes - 10 kilograms
- Napkins - 150 pieces
- Paper table runners - 8 rolls
- Coffee filters - 2 packs
- Stirrers - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Cleaning cloths - 10 pieces
- Nitrile gloves - 1 box

Tips

Plan two plates, one glass, one coffee cup, and a full set of cutlery per guest, plus 10% extra. The spare pieces cover breakages, dropped cutlery and unexpected attendees.
Allow two to three drinks per person for the first hour, then one drink per hour. Chill them at least 6 hours before opening, and keep a separate cooler for drinks that must stay cold.
For coffee and tea, prepare enough for one cup per guest at lunch and keep a second batch in thermos flasks. Arrange the coffee machines, kettles and power strips before guests arrive so the buffet does not depend on one socket.
Count one music stand for each musician who needs sheet music, then test the microphone, microphone stand and extension cords at least 60 minutes before the concert. Bring one spare extension cord if the room layout is unfamiliar.
Do not leave serving spoons, tongs, trays and bread knives until the buffet is being set up. Put them with the platters and soup tureen the day before, and prepare menu cards that clearly show vegetarian and dietary options.

Frequently asked questions

How much food do I need for a lunch concert?: Plan one substantial lunch portion per registered guest, plus 10% extra for second servings and late arrivals. If soup is served, allow about 250–300 ml per person and provide one soup bowl per guest.
How many drinks should I buy for a lunch concert?: Buy two to three drinks per person for the first hour, then one additional drink per person for each following hour. Add around 10% extra, especially when registrations are still changing.
When should I buy and chill drinks for a lunch concert?: Buy shelf-stable drinks several days ahead and purchase fresh or chilled items 1–2 days before the event. Put drinks in the cooler at least 6 hours before guests arrive so they are cold when lunch starts.
What equipment do musicians need for a lunch concert?: Check the programme and count one music stand per musician who uses sheet music. Test the microphone, microphone stand, extension cords and power strips at least 60 minutes before the concert, and keep one spare extension cord available.

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