What you need for a matinee concert

A matinee concert needs more than instruments and chairs. You also need a practical refreshment setup for the interval, clear guest materials, and enough technical backups to avoid delays during the performance. Plan quantities from your confirmed registration list, then add a small reserve for late arrivals and unexpected demand. This checklist helps you shop for the front-of-house, catering, sound, lighting and setup items that are easy to overlook.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Butter - 500 grams
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 60 pieces
- Mini quiches - 120 pieces
- Vegetable pies - 80 pieces
- Mini cream buns - 100 pieces
- Oatmeal cookies - 80 pieces
- Paper napkins - 300 pieces
- Coffee filters - 1 pack
- Stir sticks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan around the interval rather than the whole afternoon. For coffee, tea and water, prepare at least one serving per guest, plus 10% extra; order pastries and other snacks for roughly 1.1 portions per registered visitor.
Check tableware against the catering plan before shopping. Each guest needs a coffee cup, water glass, pastry plate, dessert fork and teaspoon if all refreshments are served at the same time; add 10% spare pieces for breakage and last-minute guests.
Treat technical consumables as separate from the sound system itself. Buy or bring spare batteries, extension cords, power strips and gaffer tape, and confirm the number of microphones, stands, music stands and DI boxes against the musicians’ requirements at least one week before the concert.
Do not leave guest-facing materials until the morning of the event. Print the programme, prepare name badges and bring a welcome sign and programme stands at least one day beforehand, with 5–10% extra programmes for walk-ins.
Plan the drinks service so it can run during setup without blocking the stage. Chill drinks several hours before doors open, and use coolers, coffee machines, kettles and thermos flasks according to the venue’s available power and preparation space.

Frequently asked questions

How many drinks should I buy for a matinee concert?: For a short matinee with one interval, allow one coffee or tea and one glass of water per guest, then add 10% extra. If alcoholic drinks are served, plan about two drinks per person for the first hour and adjust for the length of the programme.
How much catering do I need for a concert interval?: Buy about 1.1 snack portions per registered guest, so 110 portions for 100 people. Add another 10% if registrations are still open or walk-in attendance is likely.
What technical supplies are easy to forget for a matinee concert?: Pack spare batteries, extension cords, power strips, DI boxes and gaffer tape in addition to the sound system, microphones, stands and mixer. Confirm the full technical list at least 7 days before the event and charge battery-powered equipment the day before.
When should I prepare the shopping and refreshments?: Complete the main shopping at least 1–2 days before the concert. Chill drinks several hours before doors open, and prepare pastries and other snacks close enough to serving time that they remain fresh.

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