Christmas Concert Checklist

A Christmas concert needs more than a confirmed date and a rehearsal schedule. You also need to coordinate musicians, repertoire, registrations, seating, refreshments, sound equipment, lighting, and volunteers in the right order. This checklist takes you from the first planning decisions through venue setup and the final equipment check. Use it to catch details that are easy to leave until the last week, such as dietary requirements, parking information, music parts, microphone batteries, and enough chairs.

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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

Set the date and program
2 people
Reserve venue
Confirm musicians
Set the repertoire and order
3 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Book catering
Reserve extra chairs
Print the program
Check the music parts
2 people
Reserve equipment and microphones
Assign volunteers
Share route and parking
Finalize registrations
Check the shopping list
2 people
Do the shopping
2 people
Check decorations
Charge equipment
Prepare catering
3 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up music stands
2 people
Unload instruments
3 people
Set up the sound system
3 people
Connect microphones
2 people
Install lighting and Christmas lights
3 people
Hang Christmas decorations
3 people
Set up the entrance table
2 people
Lay out the programs
2 people
Set up the cloakroom
2 people
Prepare coffee and tea
3 people
Set out cold drinks
2 people
Set out pastries and snacks
3 people
Check toilets
Clear emergency routes
2 people
Perform sound check
4 people
Instruct musicians
2 people

Event

Staff the entrance and reception
3 people
Welcome visitors
2 people
Hand out programs
2 people
Manage the cloakroom
2 people
Open the concert
Run the concert program
10 people
Serve coffee and tea
4 people
Serve pastries and snacks
4 people
Refill drinks
2 people
Collect tableware
2 people
Keep the break room tidy
2 people
Announce the second concert set
Perform the second concert set
10 people
Give the closing speech
Say goodbye to visitors
3 people
Host informal gathering
3 people
Keep drinks topped up
2 people
Finish coat check
2 people

Aftercare

Pack instruments
3 people
Take down the sound system
3 people
Switch off the Christmas lights
Wash dishes
4 people
Clean up catering
3 people
Collect waste
2 people
Clean the room
4 people
Clean the restrooms
2 people
Put chairs and tables back
4 people
Take down decorations
2 people
Check borrowed materials
2 people
Return materials
2 people
Store leftovers safely
2 people
Register lost and found items
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 8
Beer tablesqty 2
Coat racksqty 2
Stoolsqty 6
Christmas tree stand
Party tent
Umbrella binsqty 2
Bollardsqty 6
Stage sectionsqty 4

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving trays with lidsqty 4
Coffee spoonsqty 120
Sugar bowlsqty 6
Milk jugsqty 6
Cake standsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 4
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 6
Keyboard
Keyboard stand
Metronome
Spare batteriesqty 24
Gaffer tapeqty 4
Cable reelsqty 3
Spare audio cablesqty 8
Piano
Piano stool
Conductor's lectern

Lighting

LED spotlightsqty 4
Light Stripsqty 4
Battery lightsqty 12
Flashlightsqty 4

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 6
White table runnersqty 8
Name badgesqty 120
Programsqty 120
Table décorqty 12
Christmas tree lightsqty 2
Entrance runner
Christmas candlesqty 24
Candle holdersqty 24

Catering

Groceries
Cash register
Cash box
Receipt bookletsqty 4
Allergen cardsqty 20
Drink dispensersqty 4
Ice cube traysqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Cake serversqty 4
Pliersqty 8
Measuring cupsqty 4
Hot traysqty 4
Serving traysqty 8
Washing-up basinsqty 4
Large soup ladlesqty 4
Serving utensilsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Waste binsqty 6
Microfiber clothsqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Tips

Set the date, venue, and program before sending invitations. Confirm the musicians and repertoire order early, because changes to the running order affect rehearsals, printed programs, microphones, and stage space.
Close registrations several days before the concert and record dietary requirements at the same time. Use the final number to order catering and decide how many chairs, cups, plates, glasses, and serving trays are needed.
Check the technical setup before the event day. Test the mixer, active speakers, wireless microphones, microphone stands, keyboard, keyboard stand, LED spotlights, extension cords, power strips, and cable trays together rather than separately.
Prepare the audience area and stage in a fixed sequence: tables and chairs first, then clear the stage, place music stands, and unload instruments. Keep a clear route from the entrance to the stage and leave space for coat racks.
Print the program only after the repertoire and order are final. On the last day, charge equipment, check the shopping list, prepare the catering, verify the music parts, and confirm that volunteers know their arrival times and responsibilities.

Frequently asked questions

How far in advance should I plan a Christmas concert?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Confirm musicians, repertoire, catering, equipment, and volunteers during the following weeks, leaving the final 7 days for registrations and practical checks.
When should Christmas concert invitations be sent?: Send invitations 4 to 6 weeks before the concert and include the program outline, start time, route, and parking information. Set a registration deadline about 7 days before the event so catering and seating can be finalized.
How many chairs and cups do I need for a Christmas concert?: Plan one chair per expected attendee, plus 5 to 10 percent extra if the venue allows it. For refreshments, provide at least one cup per person and add 10 percent extra cups, small plates, glasses, and cake plates for replacements and second servings.
When should I set up the sound equipment for a Christmas concert?: Set up and test the mixer, speakers, microphones, stands, keyboard, lighting, and cables at least 2 to 3 hours before the audience arrives. Allow another 30 minutes for musicians to place instruments and music stands and check the music parts.

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