Lunch Meeting Checklist

A lunch meeting runs smoothly when guest numbers, dietary requirements and room setup are settled before food preparation begins. This checklist takes you from confirming the date and venue to setting the buffet and tables on the day. Plan the menu and quantities only after registrations are confirmed, then separate shopping into items that can be stored early and fresh food that needs cooling. Leave time for name badges, seating and a final equipment check.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Confirm venue booking
Determine menu and quantities
2 people
Check the shopping list
2 people
Check tableware and equipment
2 people
Create the program and table seating plan
Prepare name badges
2 people
Do the shopping
3 people
Sort non-perishable groceries
2 people
Keep fresh produce cool
2 people
Prepare soup
2 people
Prepare salads
2 people
Prepare bread and toppings
2 people
Portion the dessert
2 people
Chill drinks
2 people
Open and inspect the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
4 people
Set up the buffet
3 people
Hang decorations
2 people
Set out coffee and tea
2 people

Event

Participant check-in
3 people
Explain the program and practical information
Serve soup and bread
4 people
Refill drinks
2 people
Restock the buffet
3 people
Serve coffee and tea
2 people
Serve dessert
3 people
Guide participants as they leave
2 people

Aftercare

Pack leftovers safely
2 people
Collect and sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Check and store the materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Buffet tablesqty 2
Serving trolley

Tableware

Dinner platesqty 50
Soup bowlsqty 50
Dessert platesqty 50
Coffee cupsqty 50
Drinking glassesqty 60
Coffee spoonsqty 50
Knivesqty 50
Forksqty 50
Soup spoonsqty 50
Serving spoonsqty 8
Serving plattersqty 8
Serving trays with lidsqty 4

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Measuring cupsqty 2
Coolersqty 3
Ice cube traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Decorations

Tableclothsqty 8
Napkin holdersqty 6
Name badgesqty 50
Flower arrangementsqty 6

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Close registration before calculating portions. Use the confirmed guest count, dietary requirements and a small buffer to decide how much soup, salad, bread, dessert and drinks to prepare.
Do the equipment check before shopping. Count tables, chairs, plates, bowls, cutlery, glasses and serving utensils, then check that coffee machines, kettles, thermos flasks and soup kettles can be used at the venue.
Prepare the room in a fixed order on the day: open and inspect the venue, arrange tables and chairs, set each place, then build the buffet. This prevents food from sitting out while furniture is still being moved.
Keep food preparation and storage separate. Sort non-perishable groceries early, chill drinks and fresh produce, and prepare soup, salads, bread and dessert close enough to serving time to preserve quality.
Allow at least 30 minutes before guests arrive for name badges, the seating plan, buffet labels, coffee setup and cable checks. Extension cords should be positioned before tables are fully set so they do not become a trip hazard.

Frequently asked questions

How far in advance should I organise a lunch meeting?: Confirm the date, location and venue booking at least 3 to 4 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements before you calculate quantities and finalise the menu.
How much food should I prepare for a lunch meeting?: Base portions on the confirmed registration list, not the invitation count, and add a small buffer for unexpected guests. Finalise quantities after registrations close, ideally 5 to 7 days before the meeting so shopping and preparation can be scheduled.
When should I set up a lunch meeting venue?: Open the venue at least 60 to 90 minutes before guests arrive. Set up tables and chairs first, then place tableware, arrange the buffet, chill drinks and finish coffee and name-badge preparation.
What do people usually forget for a lunch meeting?: Common omissions are soup spoons, serving utensils, coffee spoons, enough glasses, thermos flasks and extension cords. Check these 1 to 2 days beforehand, along with dietary information, the seating plan and a way to keep fresh food cool.

Start this plan in Lizzt

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