How to organise a matinee concert

A matinee concert needs a tighter schedule than an evening event: visitors arrive during the day, musicians need a reliable sound check, and coffee or refreshments often fall between setup and the performance. Start by confirming the musicians, venue access and technical requirements. Then open registrations, collect dietary information and build the programme around fixed break times. On the day, leave enough time for seating, instruments, microphones and catering before welcoming guests.

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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

1
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Confirm reservations
5
Confirm musicians
6
Compile program
2 people
7
Set break times
8
Calculate catering quantities
9
Reserve sound system
10
Gather technical requirements
2 people
11
Print the program
12
Prepare name badges
13
Update visitor list
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Check tableware
18
Charge equipment
19
Open venue
2 people
20
Inspect the hall
2 people
21
Set up chairs
4 people
22
Set up tables
3 people
23
Clear the stage area
3 people
24
Set up sound equipment
3 people
25
Set up instruments
2 people
26
Test microphones
2 people
27
Test lighting and room lights
2 people
28
Hang up decorations
2 people
29
Set up the registration desk
2 people
30
Set up the catering buffet
3 people
31
Prepare coffee and tea
2 people
32
Arrange snacks on platters
2 people
33
Lay out the programs
34
Brief reception team
4 people

Event

35
Welcome musicians
2 people
36
Run the sound check
3 people
37
Open the doors
3 people
38
Welcome visitors
3 people
39
Hand out programs
2 people
40
Support the concert
2 people
41
Open the break buffet
3 people
42
Serve coffee and tea
3 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Guide second concert part
2 people
46
See visitors out
2 people
47
Take care of musicians
2 people
48
Chill leftover catering
2 people

Aftercare

49
Dismantle chairs and tables
4 people
50
Tear down audio equipment
3 people
51
Remove decorations
2 people
52
Wash dishes
3 people
53
Collect waste
2 people
54
Clean the room
3 people
55
Clean the restrooms
2 people
56
Put stock back
2 people
57
Charge and store equipment
2 people
58
Check borrowed items
59
Return sound system
2 people
60
Clean up leftovers
2 people
61
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Clothes hangersqty 20

Tableware

Coffee cupsqty 120
Water glassesqty 120
Pastry platesqty 120
Dessert forksqty 120
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 6

Equipment

Sound system
Microphonesqty 4
Microphone standsqty 4
Mixer
Music standsqty 8
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 2
Spare batteriesqty 12
Gaffer tapeqty 4

Lighting

Theater lightsqty 4
Atmosphere lightsqty 8

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Program standsqty 4
Welcome sign

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Ice packsqty 12

Cleaning

Waste binsqty 6
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the programme and break times before ordering catering. Use the expected registration count to calculate drinks, pastries and tableware, then add a small margin rather than shopping at the last minute.
Confirm musicians and technical requirements at least 7 days before the concert. Check microphones, stands, music stands, mixer, DI boxes and power connections with the performers, not only with the venue.
Plan the venue setup backwards from guest arrival. Allow at least 90 minutes for chairs, tables, the stage area, sound equipment, instruments, lighting and a full sound check.
Close registrations 2 to 3 days before the concert if possible. Use the final visitor list to prepare name badges, print programmes and arrange seating without relying on estimates.
Prepare the coffee and refreshment service before doors open. Chill drinks, fill thermos flasks, check cups and serving pieces, and keep spare batteries, extension cords and gaffer tape accessible during the performance.

Frequently asked questions

How far in advance should I organise a matinee concert?: Start at least 6 to 8 weeks ahead if musicians and a venue still need to be confirmed. Finalise the programme, catering quantities and technical plan during the last 7 days.
How long should setup take for a matinee concert?: Allow at least 90 minutes for a small setup with chairs, tables, sound equipment and instruments. Add another 30 minutes if the sound system or lighting is unfamiliar to the team.
When should I confirm concert registrations and dietary requirements?: Ask for dietary requirements during registration and confirm the final numbers 2 to 3 days before the concert. That gives you time to adjust catering and print the visitor list and programmes.
How much time should I allow for a concert sound check?: Reserve 30 to 45 minutes for the sound check, including microphones, instruments, monitor levels and power connections. Schedule it before guests arrive, with all equipment already assembled.

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