How to organise a matinee concert without last-minute problems

A matinee concert works best when the audience flow, stage setup and refreshments are planned as one schedule. Start by fixing the date and programme, then confirm the venue, artists and technical requirements before sending invitations. Use registrations to calculate seating, catering and dietary needs, and leave enough time on the day for room checks, setup and a full sound check. The most common delays come from unclear stage layouts, missing cables and catering that is not chilled or ready when guests arrive.

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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
Set concert date and program
2 people
2
Reserve the venue and room layout
2 people
3
Confirm artists and technicians
2 people
4
Draft invitations
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Determine catering quantities
2 people
9
Record technical requirements
2 people
10
Print run sheet and program
11
Check visitor list and tickets
12
Do the shopping
2 people
13
Setting up shelf-stable catering
2 people
14
Chill fresh catering
15
Pick up venue keys
16
Inspect the hall and entrance
2 people
17
Unload tables and chairs
4 people
18
Set up chairs in concert layout
3 people
19
Set up reception tables
2 people
20
Clear the stage area
3 people
21
Set up sound equipment
3 people
22
Set up microphones and stands
2 people
23
Connect the sound system
2 people
24
Set up instruments
3 people
25
Perform sound check
3 people
26
Aim the lights at the stage
2 people
27
Hang decorations
2 people
28
Arrange entrance and signage
2 people
29
Lay out program booklets
30
Set up the cloakroom
2 people
31
Prepare coffee and tea
2 people
32
Set up the cold buffet
2 people
33
Arrange snacks on platters
2 people
34
Check the technical setup and emergency exits
2 people
35
Brief the team
4 people

Event

36
Open the doors
2 people
37
Welcome visitors
3 people
38
Check tickets and guest list
2 people
39
Hand out program booklets
40
Run the cloakroom
2 people
41
Announce the concert
42
Operate stage equipment
2 people
43
Set up break catering
2 people
44
Serve coffee and tea
3 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Keep the break room tidy
48
Announce the second concert set
49
Wrap up stage tech
2 people
50
Escort artists to the exit
51
See visitors out
2 people
52
Manage coat check
2 people
53
Cover leftover catering
2 people

Aftercare

54
Turn off the sound equipment
2 people
55
Clear away instruments and cables
3 people
56
Dismantle audio equipment
3 people
57
Collect tableware
2 people
58
Wash dishes
2 people
59
Collect and sort waste
2 people
60
Clear tables and chairs
4 people
61
Remove decorations
2 people
62
Clean the hall and entrance
3 people
63
Check and clean toilets
2 people
64
Chill leftover food
65
Return materials
2 people
66
Return borrowed items
2 people
67
Dispose of leftovers and waste

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Reception deskqty 2
Coat racksqty 2
Stoolsqty 6
Stage sectionsqty 4

Equipment

Speakersqty 2
Speaker standsqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 8
Music stand lightsqty 8
Extension cordsqty 6
Power stripsqty 6
XLR cablesqty 8
Instrument cablesqty 6
Cable matsqty 8
Laptop for music

Lighting

LED stage lightsqty 4
Standing lampsqty 4
Light standsqty 2

Tableware

Drinking glassesqty 100
Coffee cupsqty 90
Platesqty 90
Cake platesqty 90
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Measuring cupsqty 2
Serving plattersqty 8

Decorations

Flower arrangementsqty 6
Table runnersqty 8
Welcome sign
Program standsqty 4
Directional signsqty 6

Cleaning

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

Other

Cloakroom numbersqty 120
Program bookletsqty 100
Name badgesqty 20
Pensqty 10
Ticket checklistqty 3
Cash box
First aid kit
Flashlightsqty 2

Catering

Groceries

Tips

Set the programme and venue layout before inviting people. Decide where the concert seating, reception desk, coat racks, stage sections and catering tables will go, then share one clear arrival and start time.
Confirm technical requirements with every artist and technician several weeks before the concert. Record microphone, instrument, DI box, music stand, lighting and power needs instead of relying on memory on the day.
Close registration before ordering catering. Count registered guests, add the agreed buffer, and separate dietary requirements before buying or preparing food; fresh items should be chilled before setup begins.
Plan the concert day backwards from the audience arrival time. Allow separate time to collect the venue keys, inspect the entrance and hall, unload furniture, arrange chairs and connect the sound system.
Schedule the sound check before guests arrive, not during reception. Test speakers, microphones, mixer, cables, instrument connections and stage lighting with the actual performers, then print the run sheet and programme.

Frequently asked questions

How far in advance should I plan a matinee concert?: Set the date, programme and venue at least 8 to 12 weeks ahead. Confirm artists and technicians before invitations go out, and close registrations early enough to order catering and prepare the visitor list.
How long does it take to set up a matinee concert?: Allow at least 3 hours for a small concert with seating, reception tables and a basic stage. Add time for unloading furniture, connecting sound equipment and completing a full sound check before doors open.
When should I do the sound check for a matinee concert?: Finish the sound check at least 45 minutes before audience arrival. Test each microphone, instrument connection, speaker, mixer channel and monitor or stand position with the performers present.
How much catering do I need for a matinee concert?: Base quantities on the final registration list, including dietary requirements, and add about 10% if attendance is uncertain. Prepare shelf-stable items first and chill fresh catering before guests arrive.

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