Christmas concert checklist and planning timeline

A Christmas concert involves more than booking a hall and confirming the programme. You need time for artist agreements, music rights, registrations, technical testing, catering and the practical flow of guests through the venue. Start with the date, programme and venue, then work towards invitations, volunteer assignments and final quantities. This checklist covers the details that are often left until the last week, including dietary information, signs, printed programmes, equipment and shopping.

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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
Confirm artists and conductor
2 people
Reserve the venue and hall
Check permits and notifications
Draft invitations
2 people
Send invitations
2 people
Open registrations
Ask about catering and dietary requirements
Check music parts and rights
2 people
Reserve technical supplies
Assign volunteers
2 people
Prepare parking information
Process registrations
2 people
Make route and hall signs
2 people
Design program leaflets
2 people
Print program leaflets
2 people
Purchase decorations and lighting
2 people
Calculate catering quantities
2 people
Place catering order
Process registrations final
2 people
Pass dietary requirements to the kitchen
Prepare music files and sheet music
2 people
Confirm the technical test appointment
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check fresh catering
2 people
Clear the hall and check the floor
4 people
Clear the stage area
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up catering tables
2 people
Set up sound system
3 people
Connect microphones
2 people
Set up lighting
2 people
Hang Christmas decorations
3 people
Set up Christmas tree and decorations
3 people
Place route signs and wayfinding
2 people
Set up the reception table
2 people
Lay out program brochures
2 people
Set up the cloakroom
2 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside diet-friendly snacks
2 people
Welcome musicians
2 people
Set up instruments and music stands
4 people
Run the sound check
4 people
Review program with the host
2 people
Check and restock toilets
2 people

Event

Open the doors and welcome visitors
4 people
Register visitors
2 people
Hand out program brochures
2 people
Staff the cloakroom
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Announce the concert
Support the concert
3 people
Refill drinks
2 people
Serve break drinks
3 people
Restock break snacks
2 people
Guide visitors back to the hall
2 people
Guide second concert part
3 people
Give the closing speech and thank-you address
Guide the warm drink flow-out
3 people
Serve evening catering
4 people
Provide music and background sound
Refill drinks
2 people
Lock the cloakroom
2 people
See visitors out
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware and glasses
3 people
Sort and remove waste
3 people
Clean the catering area
3 people
Clean the hall and entrance
4 people
Put chairs and tables back
4 people
Safely remove decorations
3 people
Dismantle sound and lighting equipment
3 people
Pack instruments and sheet music
3 people
Hand over the venue
2 people
Return rental items
2 people
Store remaining non-perishable supplies
2 people
Process lost and found items
Archive registration details

What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 12
Reception tablesqty 3
Catering tablesqty 6
Coat racksqty 3
Clothes hangersqty 150
Lecternsqty 25
Conductor’s stand
Stoolsqty 6

Tableware

Coffee cupsqty 120
Platesqty 120
Water glassesqty 150
Wine glassesqty 120
Dessert platesqty 150
Dinner forksqty 150
Dessert spoonsqty 150
Serving spoonsqty 12
Serving traysqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Music stand lampsqty 12
Cable matsqty 10

Lighting

LED spotlightsqty 8
String lightsqty 6
LED candlesqty 30

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree stand
Christmas garlandsqty 8
Christmas wreathsqty 4
Table runnersqty 12
Christmas napkinsqty 150
Poinsettiasqty 12

Catering

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 4
Coolersqty 4
Carafesqty 12
Serving plattersqty 16
Bread basketsqty 8
Pliersqty 8
Ice cube traysqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Trash binsqty 8
Cleaning glovesqty 8

Tips

Set the date, programme and venue before opening registrations. Confirm the artists and conductor, reserve the hall, and check permits or notifications before sending invitations.
Close registrations early enough to order catering accurately. Pass dietary requirements to the kitchen after the final registration check, rather than relying on informal messages at the door.
Book the technical test as a separate appointment, ideally several days before the concert. Test the mixer, active speakers, wireless microphones, DI boxes, music stand lamps and cable runs with the actual music files.
Plan the guest route before printing signs. Mark the entrance, coat racks, reception tables, seating areas, toilets and parking so volunteers can direct people without stopping the programme team.
Count every service and audience item before shopping: chairs, tables, cups, plates, glasses, cutlery, serving trays, extension cords, power strips and cable mats. Recheck the quantities 2–3 days before the concert, when missing items can still be borrowed or bought.

Frequently asked questions

How far in advance should I start planning a Christmas concert?: Start at least 12–16 weeks before the concert. Set the date and programme first, then confirm artists, reserve the venue, check permits and open registrations once the main arrangements are secure.
When should Christmas concert invitations be sent?: Send invitations 6–8 weeks before the concert, with a clear registration deadline. Close registrations around 10–14 days beforehand so you can confirm catering quantities and dietary requirements.
When should the technical rehearsal take place?: Schedule the technical test 3–7 days before the concert, then allow a shorter sound check on the day if possible. Test microphones, speakers, music files, cables, lighting and power routes before guests arrive.
How do I calculate catering for a Christmas concert?: Use the final registration count as your base and separate confirmed dietary requirements before placing the order. Complete the final count 10–14 days before the event, then check tableware, serving equipment and drinks again 2–3 days before setup.

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.