Matinee concert checklist: what to arrange and when

A matinee concert has a tighter rhythm than an evening event: guests arrive during the day, refreshments usually include coffee and pastries, and musicians need the room ready before the audience enters. This checklist takes you from invitations and dietary requirements to the final sound and seating check. Pay special attention to the programme, break times, technical setup and drinks service. Those details are easy to leave until the last hour, when there is little time to fix them.

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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
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Confirm musicians
Compile program
2 people
Set break times
Calculate catering quantities
Reserve sound system
Gather technical requirements
2 people
Print the program
Prepare name badges
Update visitor list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check tableware
Charge equipment
Open venue
2 people
Inspect the hall
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up sound equipment
3 people
Set up instruments
2 people
Test microphones
2 people
Test lighting and room lights
2 people
Hang up decorations
2 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Lay out the programs
Brief reception team
4 people

Event

Welcome musicians
2 people
Run the sound check
3 people
Open the doors
3 people
Welcome visitors
3 people
Hand out programs
2 people
Support the concert
2 people
Open the break buffet
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide second concert part
2 people
See visitors out
2 people
Take care of musicians
2 people
Chill leftover catering
2 people

Aftercare

Dismantle chairs and tables
4 people
Tear down audio equipment
3 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Put stock back
2 people
Charge and store equipment
2 people
Check borrowed items
Return sound system
2 people
Clean up leftovers
2 people
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

Confirm the musicians’ arrival time and technical requirements before finalising the programme. Allow at least 90 minutes before doors open for instruments, microphones, stands, mixer connections and a sound check.
Plan refreshments around the concert schedule, not just the guest count. For a one-hour reception, allow roughly 2–3 drinks per person, then add coffee, tea, water and enough pastries for one serving per guest.
Print the programme and prepare name badges at least one day before the concert. Keep a current visitor list at the entrance so late registrations, dietary requirements and reserved places are easy to check.
Open and inspect the hall before setting up chairs and tables. Check power points, extension cords, lighting, stage clearance and cable routes, then secure loose cables with gaffer tape before guests arrive.
Chill drinks and set out serving platters, tongs, cups, glasses and plates before the audience enters. Keep spare batteries, power strips and a charged phone or other essential equipment ready for last-minute problems.

Frequently asked questions

How far in advance should I send invitations for a matinee concert?: Send invitations 4–6 weeks before the concert and set the registration deadline about 7 days before it. Use the final list to confirm reservations, dietary requirements and catering quantities.
How early should musicians arrive for a matinee concert?: Ask musicians to arrive at least 90 minutes before doors open. This gives you time to clear the stage, set up instruments and music stands, connect the sound system and complete a sound check.
How much catering do I need for a matinee concert?: For a short reception or interval, plan approximately 2–3 drinks per person for the first hour and one pastry per guest. Add extra coffee, tea and water for guests who will stay through the full programme.
When should I set up the room for a matinee concert?: Complete the main room setup 2–3 hours before guests arrive, then leave time for the technical check. Set chairs and tables only after checking the stage area, power supply, lighting and cable routes.

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