What to buy for a matinee performance

A matinee performance needs more than tickets and a programme. You will need a simple drinks and snack service, enough tableware for the audience, and clear signs from the entrance to the seating area. Buy or bring supplies early enough to chill drinks, prepare food and test the coffee equipment before doors open. This checklist also covers the small items that are easy to miss, such as spare batteries, extension cords and cleaning equipment.

Organize this event for free with Lizzt

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
- Coffee - 3 packs
- Tea bags - 120 pieces
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon tea - 2 boxes
- Mint tea - 2 boxes
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Butter - 500 grams
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 30 pieces
- Butter cookies - 6 packs
- Waffles - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Disposable cups - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Trash bags - 40 pieces
- Paper towels - 6 packs

Tips

Plan two to three drinks per person for the first hour, then adjust for the length of the performance and whether alcohol is served. Chill bottled drinks at least four hours before opening, and keep a separate supply at room temperature.
For coffee service, allow one cup per expected visitor plus 10% spare. Bring enough coffee spoons, cake plates and serving trays for one full service, rather than relying on the kitchen to provide them.
Use one programme stand or holder at the entrance, and prepare directional signs for the toilets, seating and refreshments. Put the welcome sign up before the doors open so the reception team is not still searching for tape or markers.
Check every microphone, speaker, extension cord and power strip during setup, not just at the sound check. Keep spare batteries on site and avoid running audience walkways across loose cables.
Prepare snacks on cutting boards with kitchen knives and serving spoons, then cover them until service. Have buckets and a mop ready before visitors arrive; coffee spills near the entrance are difficult to manage once the queue forms.

Frequently asked questions

How many chairs do I need for a matinee performance?: Provide one chair for every confirmed visitor, plus 5% spare if the venue allows it. For 80 registrations, that means 84 chairs; confirm the final number after registration closes.
How much coffee should I buy for a matinee performance?: Allow around 250 ml per visitor for one coffee service, then add 10% for refills and staff. For 60 visitors, prepare roughly 16.5 litres, depending on cup size and whether tea is also served.
When should I buy and chill drinks for a matinee performance?: Buy non-perishable drinks and snacks one to three days beforehand. Chill drinks at least four hours before doors open, and check stock again on the morning of the performance.
What tableware is needed for a performance reception?: For each expected visitor, provide one coffee cup, one glass and one cake plate, plus at least 10% spare. Add coffee spoons and serving trays for the full first service, not only for the number of tables.

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.