Matinee performance checklist

A matinee performance has a tighter schedule than an evening event: visitors arrive during the day, refreshments often happen before or after the show, and the venue may need to be cleared the same afternoon. Use this checklist to work backwards from opening the doors. Confirm registrations and dietary requirements early, then finish the program, visitor information and supplies before setup day. On the day itself, allow time to test microphones and speakers, prepare coffee and snacks, check the toilets and brief the reception team.

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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
Process registrations
Collect dietary requirements
Carry out a site visit
2 people
Confirm reservations
Finalize the program
2 people
Print programs
Send visitor information
Do the shopping
2 people
Check stock
Chill drinks
Prepare snacks
2 people
Open venue
2 people
Check the Venue
2 people
Set up the entrance
2 people
Set up tables
3 people
Set up chairs
3 people
Hang up decorations
2 people
Set up the catering table
2 people
Set out tableware
2 people
Test the equipment
2 people
Check toilets
Briefing for reception team
3 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check tickets
2 people
Hand out programs
2 people
Set out break drinks
2 people
Serve break snacks
3 people
Refill drinks
2 people
Guide visitors
2 people
Manage the cloakroom
2 people
Conduct room rounds
See visitors out
2 people
Carry out the final check
2 people

Aftercare

Catering breakdown
2 people
Wash dishes
2 people
Put furniture back
3 people
Remove decorations
2 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Switch off equipment
2 people
Pack supplies
2 people
Return materials
2 people
Keep lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Coat racksqty 2
High tablesqty 3

Tableware

Coffee cupsqty 70
Glassesqty 80
Cake platesqty 70
Coffee spoonsqty 70
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving spoonsqty 6

Equipment

Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Batteriesqty 12

Decorations

Flower arrangementsqty 6
Tableclothsqty 6
Welcome sign
Directional signsqty 6
Program standsqty 3

Lighting

LED lampsqty 6
Mood lightingqty 4

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Close registrations and collect dietary requirements at least 7 days before the performance. Use the final registration count to plan chairs, programs, drinks, snacks and tableware.
Carry out the site visit no later than 2 weeks before the event. Check the entrance, seating layout, power sockets, toilets, catering area and where directional signs will be placed.
Finish the program and print programs at least 3 days ahead. Put them in program stands before doors open so the reception team is not folding or sorting papers during arrival.
Start venue setup about 3 hours before opening the doors. Set out chairs and tables first, then the entrance, catering table, decorations and signs; keep a clear route for visitors and coat storage.
Test microphones, speakers, extension cords, power strips and batteries before visitors arrive, ideally 90 minutes beforehand. Chill drinks and prepare coffee supplies during the final hour, while one person remains available at reception.

Frequently asked questions

How far in advance should I send invitations for a matinee performance?: Send invitations 4 to 6 weeks before the performance, especially if seating is limited. Close registrations around 7 days before the event so you have a reliable attendance figure and time to follow up.
When should I print the programs for a matinee performance?: Finalize the program at least 5 days before the performance and print the programs 3 days ahead. Keep a small reserve of about 10 percent for late changes, misplaced copies and walk-in visitors.
How early should the venue open for a matinee performance?: Begin setup about 3 hours before the doors open and complete the equipment test at least 90 minutes beforehand. Open the doors 15 to 30 minutes before the performance, depending on the number of registered visitors and the seating arrangement.
How much coffee and cake do I need for a matinee performance?: For a seated refreshment break, plan one cup of coffee or tea per visitor, plus about 10 percent extra. Allow one slice of cake or snack per person and keep 10 to 15 percent extra for late arrivals and second servings.

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