Christmas concert planning checklist

A Christmas concert involves more than booking musicians and printing a programme. You need to coordinate the venue, choir, repertoire, visitor numbers, refreshments, sound equipment and room setup in a clear order. Start with the date and programme, then confirm performers and permissions before sending invitations. In the final week, use the confirmed visitor list to calculate catering and check every microphone, cable, chair and stage section before doors open.

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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
Book musicians and choir
2 people
Determine repertoire and performance order
2 people
Check permits
Record insurance and contact details
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send a reminder to visitors
Create the final visitor list
Calculate catering quantities
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Fill coolers
2 people
Print sheet music and program booklets
2 people
Make crew name badges
Load equipment and instruments
3 people
Open venue
2 people
Check emergency exits
2 people
Inspect hall and foyer
2 people
Set up tables and chairs
4 people
Set up stage sections
4 people
Set up instruments
3 people
Connect the sound system
3 people
Set up microphones
2 people
Hang lighting
2 people
Hang Christmas decorations
3 people
Place information signs
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Lay out program booklets
2 people
Perform the technical sound check
4 people
Have musicians warm up their voices
3 people
Give crew briefing
5 people

Event

Open the entrance and cloakroom
3 people
Welcome visitors
4 people
Distribute program
2 people
Serve coffee and tea
3 people
Give the opening speech
Guide the first concert segment
4 people
Refill drinks
2 people
Restock break buffet
3 people
Serve break drinks
3 people
Guide visitors back to the hall
2 people
Guide second concert part
4 people
Operate lighting settings during the concert
Operate the sound level during the concert
Lead Christmas sing-along
3 people
Give a thank-you speech
Serve the after-work drinks
3 people
Refill drinks
2 people
Staff cloakroom and exit
2 people
Wave goodbye to visitors
3 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
2 people
Take down decorations
3 people
Dismantle the sound system
3 people
Pack instruments
3 people
Take down the stage and chairs
4 people
Clear tables and materials
4 people
Clean the hall and foyer
4 people
Clean the restrooms
2 people
Switch off equipment and power
2 people
Collect lost property
Lock up the venue
2 people
Return materials
2 people
Store or give away leftovers
2 people
Archive photos and files

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Coat racksqty 2
Stoolsqty 8
Stage sectionsqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Small bowlsqty 20
Buffet traysqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
Music standsqty 20
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 20
Christmas table runnersqty 12
LED candlesqty 40
Program standsqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Book the venue, musicians and choir before publishing invitations. Confirm the performance order and repertoire early enough to print sheet music and programme booklets without last-minute changes.
Set a firm registration deadline and send a reminder before it closes. Use the final visitor list to count dietary requirements, chairs, coat-rack capacity, drinks and refreshments rather than estimating from the first replies.
Check permits, insurance details and emergency exits before the event week. On the setup day, inspect both the hall and foyer so access routes, exits and visitor areas are clear.
Test the complete sound chain, including microphones, mixer, speakers, DI boxes, instrument cables, extension cords and power strips. Bring gaffer tape and spare cable routes into the technical setup instead of improvising once the audience arrives.
Prepare the hospitality area before the concert starts: chill drinks, fill coolers, set out cups and glasses, and check coffee machines, kettles and thermos flasks. Give the crew name badges and load instruments and equipment in a fixed order so nothing is left in transport.

Frequently asked questions

How far in advance should I plan a Christmas concert?: Set the date and reserve the venue at least 3 to 6 months ahead. Book musicians and the choir before sending invitations, then allow several weeks to confirm the repertoire and performance order.
When should Christmas concert invitations be sent?: Send invitations 6 to 8 weeks before the concert, with a clear registration deadline. Send a reminder about 7 to 10 days before that deadline or before the event, depending on how quickly places fill.
How do I calculate catering for a Christmas concert?: Base quantities on the final visitor list, not on the number of invitations. For the first hour, allow roughly 2 to 3 drinks per person, then add coffee, tea, pastries and any dietary alternatives according to the confirmed attendance.
What should I check on the day of a Christmas concert?: Open the venue early enough for a full safety and technical check, ideally 3 to 4 hours before doors open. Inspect emergency exits, hall and foyer, stage sections, seating, lighting, microphones, speakers and all power connections before visitors arrive.

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.