What to Buy for a Matinee Concert

A matinee concert needs more than refreshments and a few chairs. Plan for a clear reception point, comfortable seating, tableware for coffee and cake, and a complete technical setup for microphones, instruments and speakers. Buy or bring consumables early enough to chill fresh catering and keep shelf-stable items ready before doors open. Use your registration numbers to calculate food and drinks, then add a small buffer so late arrivals and performers are covered.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Still water - 60 bottles
- Sparkling water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Bitter lemon - 4 bottles
- Lemons - 8 pieces
- Ice cubes - 6 bags
- Butter - 500 grams
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Apple pie - 5 pies
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Butter cookies - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Grapes - 4 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cheese cubes - 2 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Baguettes - 12 pieces
- Olives - 4 jars
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Hand sanitizer - 4 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

For coffee and tea, plan at least 1.5 cups per guest for a short matinee and provide teaspoons, coffee cups, plates and cake plates at the reception tables.
Allow 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Chill fresh drinks in time and keep extra glasses available for performers and technicians.
Bring serving platters and serving tongs for cake or pastries rather than placing food in packaging. Set these out before guests arrive so the reception desk does not become a bottleneck.
Check the technical shopping list at least 3 days before the concert: speakers, stands, mixer, microphones, DI boxes, XLR and instrument cables, extension cords and power strips all need to match the artists’ requirements.
Pack cable mats, spare batteries if needed, music stand lights and suitable stage lighting before loading the venue. These small items are often noticed only when the sound check or stage setup has already started.

Frequently asked questions

How much coffee do I need for a matinee concert?: Plan 1.5 cups per guest for a short matinee, or 2 cups per guest if there is a longer interval or reception. Add about 10% extra for artists, technicians and unexpected guests.
How many drinks should I buy for a matinee concert?: Allow 2 to 3 drinks per person for the first hour and about 1 drink per person for every additional hour. Add a 10% buffer, especially if the audience is not pre-registered.
When should I buy the food and drinks for a concert?: Buy shelf-stable catering 1 to 3 days ahead and purchase fresh items no later than the morning of the concert. Chill drinks and other fresh catering several hours before doors open.
What cables and sound equipment are needed for a small concert?: Confirm the artists’ technical requirements at least 3 days in advance, then check speakers, speaker stands, mixer, microphones, microphone stands, DI boxes, XLR cables and instrument cables. Bring at least one spare extension cord and power strip, plus cable mats for walking routes.

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