What to buy for a lunch concert

A lunch concert needs more than food and drinks: guests also need a comfortable place to eat while performers need a clear, usable stage setup. Use the supplied plan as your checklist for tables, tableware, buffet service, coffee, chilled storage, and basic sound equipment. Confirm the expected attendance before shopping, then allow extra portions for popular dishes and enough cups and glasses for guests who return for refills. Check dietary requirements before placing the catering or grocery order.

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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
- Whole grain bread - 8 loaves
- White and brown rolls - 80 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 8 pieces
- Red onions - 1 kilogram
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Yogurt - 5 liters
- Muesli - 2 kilograms
- Honey - 2 jars
- Mayonnaise - 1 liter
- Mustard - 3 bottles
- Pesto - 4 jars
- Olive oil - 1 liter
- Balsamic vinegar - 500 milliliters
- Salt - 1 pack
- Black pepper - 1 jar
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Ice cubes - 10 kilograms
- Paper napkins - 200 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
Coffee filtersqty 100
Dietary requirement labelsqty 30

Cleaning

Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mopsqty 2
Toilet brushesqty 3

Tips

Plan about 1 lunch portion per registered guest, plus 5–10% extra for late additions or larger appetites. Keep vegetarian, vegan, and allergy-friendly portions clearly separated and labelled.
Allow 2–3 drinks per person during the first hour, then about 1 drink per person per hour. Provide separate water jugs and keep chilled products in coolers until the buffet opens.
Buy at least one plate, bowl, coffee cup, glass, knife, fork, and spoon per guest, plus 10% spare tableware. Serving spoons, tongs, and platters are easy to overlook but are needed as soon as the buffet is opened.
For the music setup, check every microphone, stand, speaker, mixer, instrument stand, extension cord, and power strip before the day. Bring gaffer tape and test all connections during the sound check, not when guests are arriving.
Prepare coffee and tea supplies for the full audience and place thermos flasks at the drinks station. Set out menus and tablecloths before performers arrive so the stage area stays clear during setup.

Frequently asked questions

What should I buy for a lunch concert?: Buy lunch ingredients, drinks, coffee and tea, chilled storage, tableware, serving equipment, and the listed sound essentials. For each registered guest, plan one lunch portion, one complete place setting, and at least one glass or cup, with 5–10% extra.
How much food do I need for a lunch concert?: Allow one full lunch portion per guest and add 5–10% extra. Order separately for dietary requirements collected during registration, rather than assuming guests can choose a suitable option from the main buffet.
How many drinks do I need for a lunch concert?: Plan 2–3 drinks per person for the first hour, followed by about 1 drink per person for each additional hour. Include water separately and keep chilled drinks in coolers until shortly before serving.
When should I buy food for a lunch concert?: Buy non-perishable items several days ahead and collect fresh or chilled products as late as practical, usually the day before or on the morning of the concert. Store chilled food immediately and prepare lunch ingredients before the venue opens.

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