Things to Do to Plan a Luncheon

A variety of different foods from fresh to prepared can be offered at a luncheon.

When attending a well planned luncheon, you may never realize the amount of work that went into it. Not only does the host have to arrange for the food at the luncheon, but she must prepare for other needs of the guests. The work begins even before she arrives at the luncheon and doesn't end until after the last guest leaves.

Choosing Your Location

Choose a location. Because meeting halls, catering facilities and restaurants with private rooms can require advance notice, decide on a proper location for the luncheon as soon as possible. If no suitable facilities are available, a luncheon can be held in a home.

Determine Your Guest List

Once you have chosen a location, develop your guest list. Based on the cost, size of the facility and location you can choose who you will invite to your luncheon. Send the invitations one month in advance, if possible, and ask your guests to respond at least two weeks before the luncheon. This will help you finalize your budget and headcount for the event.

Choose Your Food

Choose the food based on the number of people attending and the budget you have for your luncheon. The food can range from a buffet of lunch meats and toppings for guests to prepare their own sandwiches to a meal served by waitstaff. Consider the amount of time your guests have when choosing the meal; if they are all on their lunch break from work, a quicker meal will be best. If you are hosting a weekend event, schedules are less of a factor when choosing the food.

Entertainment

Your luncheon can be purely social, or it can be informative. Ask a speaker from a local organization to attend and give a speech if you want to make it informative. Examples of guest speakers can include upper management from area companies, politicians or professional athletes from local teams. Your choice of guest speaker can be influenced by the audience attending your luncheon.

Small Token Gift

Thank your guests for attending the luncheon by purchasing a small gift. If the luncheon had a theme such as time management, a small pocket calendar for each guest can match that theme. If the speech was entertaining, ask your guest speaker for ideas that might match the theme of his speech. Other gift ideas include glassware, writing material or a small potted plant.

References

• Fine Speakers Bureau: How to Plan a Seminar or a "Lunch and Learn"
• Idea Center: How To Plan An Event