Christmas concert checklist
A Christmas concert needs more than a programme and a few rows of chairs. You need to confirm the venue, check music rights, record the performers, manage registrations and prepare the room for both musicians and visitors. This checklist covers the work from the first booking through the final setup, including often-missed details such as dietary requirements, name badges, cloakroom space and hot drinks. Use it to assign responsibilities and track what must be ready before the doors open.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
2 people
Compile program
2 people
Record the performing musicians
2 people
Check the repertoire and rights
2 people
Make reservations
Design invitations
Send invitations
2 people
Open registrations
Hang up promotion
2 people
Post the program online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the visitor list
Print the program booklets
2 people
Prepare name badges
Do the shopping
2 people
Check the equipment
2 people
Check decorations
Chill drinks
2 people
Portion cookies and cake
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Set up the music room
4 people
Set up music stands
2 people
Connect sound
3 people
Connect lighting
2 people
Hang decorations
3 people
Set up Christmas tree
3 people
Set up the nativity scene
2 people
Set up catering table
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Put out program brochures
2 people
Conduct the sound check
4 people
Event
Staff the ticket sales desk
2 people
Welcome visitors
4 people
Manage the cloakroom
2 people
Hand out program brochures
2 people
Open the concert
Provide stage support
2 people
Operate lighting
Operate sound system
2 people
Refill drinks
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Lead the break
3 people
Answer visitor questions
2 people
Close the concert
Manage coat check
2 people
Aftercare
Clean up catering
3 people
Wash dishes
3 people
Disconnect equipment
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Turn off lights
Lock up the venue
2 people
Store leftover stock
2 people
Return borrowed materials
2 people
Return rental items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Tablesqty 8
- Foldable tablesqty 2
- Coat racksqty 3
- Coat hangersqty 120
- Stoolsqty 4
Tableware
- Coffee cupsqty 120
- Tea glassesqty 120
- Water glassesqty 120
- Cake platesqty 120
- Pastry forksqty 120
- Coffee spoonsqty 120
- Serving traysqty 12
- Serving jugsqty 6
- Thermos flasksqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Hot drink urnsqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Cake serversqty 3
- Storage binsqty 12
- Coolersqty 4
Equipment
- Speakersqty 2
- Microphonesqty 4
- Microphone standsqty 4
- Mixer
- Amplifier
- Music standsqty 12
- Instrument cablesqty 12
- DI boxesqty 3
- Headphonesqty 2
- Laptop
- Spare batteriesqty 16
- Extension cordsqty 8
- Power stripsqty 8
- Cable matsqty 12
- Cable tiesqty 2
Lighting
- LED spotlightsqty 6
- Mood lightingqty 4
- Christmas light stringsqty 6
- LED candlesqty 24
Decorations
- Christmas tree
- Christmas tree decorations
- Nativity scene
- Christmas wreathsqty 4
- Pine branchesqty 12
- Table runnersqty 8
- Welcome sign
- Program standsqty 4
- Christmas ribbonqty 4
Cleaning
- Broomsqty 2
- Vacuum cleaner
- Mopsqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
- Waste binsqty 6
- Hand soap dispensersqty 4
Catering
- Groceries
Tips
- Confirm the date and location before publishing invitations or the programme. Allow time to check room capacity, seating, access, cloakroom space and where the performers will set up.
- Check the repertoire and music rights before printing programme booklets. Finalise the programme only after every performing musician has been recorded and confirmed.
- Close or review registrations early enough to print the visitor list and prepare name badges. Collect dietary requirements at registration rather than trying to identify them at the reception table.
- Test the full sound setup before the concert: speakers, microphones, stands, mixer, amplifier, music stands and instrument cables. A short rehearsal with the actual performers is more useful than checking each item separately.
- Plan refreshments by service point and timing. Chill drinks in advance, portion cookies and cake before visitors arrive, and test coffee machines, kettles or hot drink urns so serving does not compete with the concert start.
Frequently asked questions
- How far in advance should I organise a Christmas concert?
- Start at least 8 to 12 weeks before the concert. Confirm the date, venue and musicians first, then allow several weeks for invitations, registrations, programme preparation and equipment checks.
- When should I send Christmas concert invitations?
- Send invitations about 4 to 6 weeks before the event, once the date, location and main programme are confirmed. Keep registrations open for at least 2 weeks so you can process attendance and dietary requirements.
- How many chairs and tables do I need for a Christmas concert?
- Prepare one chair per expected visitor, plus seating for every performer who needs it. Add tables for the entrance, refreshments and programme materials, and reserve at least one separate table for serving drinks and cake.
- When should I test the sound equipment for a Christmas concert?
- Complete an equipment check at least 3 to 5 days beforehand and test the complete setup again on the day. Include microphones, speakers, mixer, amplifier, stands and every instrument cable used by the performers.
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.
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