Matinee concert checklist

A matinee concert has a tighter schedule than an evening event: guests arrive in daylight, catering often runs before or after the performance, and artists need a reliable sound check before doors open. This checklist takes you from choosing the date and programme through registrations, room setup, refreshments and the final visitor check. Allow time for venue access, chair layout, microphones, instruments and cable safety—not just the concert itself.

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

Set concert date and program
2 people
Reserve the venue and room layout
2 people
Confirm artists and technicians
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
2 people
Record technical requirements
2 people
Print run sheet and program
Check visitor list and tickets
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Chill fresh catering
Pick up venue keys
Inspect the hall and entrance
2 people
Unload tables and chairs
4 people
Set up chairs in concert layout
3 people
Set up reception tables
2 people
Clear the stage area
3 people
Set up sound equipment
3 people
Set up microphones and stands
2 people
Connect the sound system
2 people
Set up instruments
3 people
Perform sound check
3 people
Aim the lights at the stage
2 people
Hang decorations
2 people
Arrange entrance and signage
2 people
Lay out program booklets
Set up the cloakroom
2 people
Prepare coffee and tea
2 people
Set up the cold buffet
2 people
Arrange snacks on platters
2 people
Check the technical setup and emergency exits
2 people
Brief the team
4 people

Event

Open the doors
2 people
Welcome visitors
3 people
Check tickets and guest list
2 people
Hand out program booklets
Run the cloakroom
2 people
Announce the concert
Operate stage equipment
2 people
Set up break catering
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the break room tidy
Announce the second concert set
Wrap up stage tech
2 people
Escort artists to the exit
See visitors out
2 people
Manage coat check
2 people
Cover leftover catering
2 people

Aftercare

Turn off the sound equipment
2 people
Clear away instruments and cables
3 people
Dismantle audio equipment
3 people
Collect tableware
2 people
Wash dishes
2 people
Collect and sort waste
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the hall and entrance
3 people
Check and clean toilets
2 people
Chill leftover food
Return materials
2 people
Return borrowed items
2 people
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 confirm the artists and technicians before sending invitations. Their technical requirements determine whether you need microphones, DI boxes, music stands, stage sections or extra power connections.
Close registrations early enough to count chairs, glasses, coffee cups and catering. Collect dietary requirements at the same time; buying or preparing alternatives on the concert day leaves little room for corrections.
Plan venue access as a separate appointment. Picking up the keys, inspecting the entrance and hall, unloading furniture, and arranging chairs can take longer than the sound equipment setup.
Print the run sheet, programme and visitor list before the event day. Keep the ticket or registration check at the entrance, with the reception desk, coat racks and refreshments positioned so arriving guests do not block the hall entrance.
Schedule the sound check before doors open, not during guest arrival. Test speakers, microphones, stands, mixer, cables and instrument connections one by one, then secure extension cords and cable mats where people will walk.

Frequently asked questions

How early should I start planning a matinee concert?: Start at least 6 to 8 weeks before the concert. Set the date and programme first, then reserve the venue and confirm artists and technicians before opening registrations.
When should I send invitations for a matinee concert?: Send invitations around 4 weeks before the event, with a clear registration deadline 7 to 10 days before the concert. This gives you time to count guests, confirm dietary requirements and determine catering quantities.
How long does setup take for a matinee concert?: Allow at least 3 hours for a small setup with seating, reception tables, stage equipment and catering. Add extra time if the room layout is unfamiliar or the sound check involves several microphones and instruments.
When should the sound check be finished?: Finish the sound check at least 30 minutes before doors open. Keep another 15 minutes available for last-minute microphone, instrument or cable adjustments without guests waiting nearby.

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.