Lunch meeting checklist: what to arrange and when

A lunch meeting runs smoothly when guest numbers, dietary needs and serving times are settled before the room is set up. Start with invitations and registrations, then confirm the menu, portions and final guest list. On the day, allow time to ventilate the room, arrange tables and chairs, prepare the buffet, and keep soup, coffee and tea ready. This checklist also covers details people often leave too late, such as separate labels for dietary options, enough serving utensils and a clear place for coats and waste.

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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

Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Arrange the table layout
Determine the menu and portions
2 people
Check the shopping list
Do the shopping
2 people
Collect fresh produce
Open venue
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up the buffet
3 people
Prepare coffee and tea
2 people
Slice bread
2 people
Prepare toppings and salads
3 people
Reheat soup
Portion the dessert
2 people
Mark dietary options separately
Check the Buffet and Room
2 people

Event

Welcome guests
2 people
Open the lunch buffet
Serve lunch
3 people
Refill drinks
2 people
Restock the buffet
2 people
Answer dietary questions
Serve dessert and coffee
2 people
Remove waste regularly
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Clear tables and chairs
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Sort and take out waste
2 people
Put materials back
2 people
Check stock

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 44
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 50
Dessert platesqty 50
Soup bowlsqty 50
Glassesqty 60
Coffee cupsqty 50
Knivesqty 50
Forksqty 50
Spoonsqty 50
Teaspoonsqty 50

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 8
Serving plattersqty 10
Serving tongsqty 6
Soup bowlsqty 2
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Food warmersqty 3

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Menusqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Floor squeegeesqty 2
Spongesqty 6
Tea towelsqty 12

Catering

Groceries

Tips

Close registrations and confirm dietary requirements at least 3 days before the lunch. Use the final guest list to adjust portions, table seating and the number of plates, glasses and cups.
Plan the buffet setup before food arrives. Leave enough space for guests to take plates, serve soup, choose toppings and salads, and move away from the serving area without blocking the entrance.
Collect fresh produce on the day of the lunch, but complete the main shopping earlier. Bread, toppings, salads and dessert need separate preparation time, while soup and hot dishes need time to reheat safely.
Set aside separate serving spoons, tongs and labels for dietary options before opening the buffet. Keep those dishes visibly apart instead of relying on guests to ask what is suitable.
Build in a final room and buffet check before guests arrive. Check table settings, coffee and tea equipment, warm food, coat storage and waste bins; a missing teaspoon or serving spoon is harder to replace once lunch has started.

Frequently asked questions

How far in advance should I organise a lunch meeting?: Send invitations and open registrations at least 1 to 2 weeks before the meeting. Close registrations around 3 days beforehand so you can confirm dietary requirements, portions and the final guest list.
How much time do I need to set up a lunch meeting?: Allow about 2 hours for opening and ventilating the room, arranging tables and chairs, setting tables, preparing the buffet and making coffee and tea. Add extra time if soup, salads or dessert need preparation on site.
How do I plan food quantities for a lunch meeting?: Base portions on the final guest list and include a small buffer of about 10% for unexpected guests or larger appetites. Decide portions for soup, bread, toppings, salads and dessert before shopping rather than estimating during setup.
When should I prepare coffee and tea for a lunch meeting?: Set up the coffee and tea station during the final hour before guests arrive. Brew or boil in batches close to service time, and keep hot drinks available when the lunch buffet opens.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.