Christmas concert checklist and planning guide

A Christmas concert involves more than booking performers and printing a programme. You need to confirm the venue, collect repertoire and texts, manage registrations, arrange permits and insurance, and coordinate technical and catering details. This checklist puts the work in a practical order, from the first bookings to the final equipment check. It also covers the details that are easy to leave too late, such as dietary requirements, volunteer shifts, artist briefings and cable safety.

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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

Confirm date and location
2 people
Finalize the concert program
3 people
Book performers and musicians
2 people
Collect repertoire and texts
2 people
Arrange permits and notifications
Check insurance
Send invitations
2 people
Open online registrations
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Book catering
Reserve equipment
Reserve chairs and tables
Create technical run sheet
2 people
Create the site map and walking routes
2 people
Print the program
2 people
Make name badges
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up drinks and chilled products
2 people
Prepare catering
3 people
Check equipment and materials
2 people
Send artist briefing

Event

Open venue
2 people
Clear the loading zone
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage
4 people
Set up the sound system
3 people
Install lighting
2 people
Hang Christmas decorations
3 people
Set up Christmas tree
2 people
Set up instruments
3 people
Perform sound check
3 people
Perform a lighting check
2 people
Welcome performers
2 people
Set up changing rooms
2 people
Set up the registration desk
2 people
Set out coffee and tea
3 people
Arrange snacks on platters
3 people
Welcome visitors
4 people
Hand out programs
2 people
Register donations
2 people
Serve break drinks
4 people
Serve break snacks
4 people
Refill drinks
2 people
Collect tableware
2 people
Assist performers
Coordinate stage changes
2 people
Answer audience questions
2 people
Give the final thank-you speech
Guide the exit
3 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Pack instruments
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the restrooms
2 people
Clean the room
4 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Transfer the donation proceeds
Send thank-you messages
2 people
Check and pay invoices
Share photos with participants

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Dressing room tablesqty 2
Changing room chairsqty 8
Stage sectionsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Glassesqty 140
Platesqty 140
Pastry forksqty 140
Coffee spoonsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Teapotsqty 4

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
Music standsqty 12
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 50
Laptop
Music player

Lighting

Stage lightsqty 6
Mood lightingqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 10
Christmas wreathsqty 4
Christmas tree stand
Nativity scene
Tableclothsqty 10
Christmas napkinsqty 160
Program standsqty 4

Kitchen

Hot drink urnsqty 6
Kettlesqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Serving plattersqty 12
Coolersqty 4
Thermo boxesqty 3
Aluminum foilqty 3
Cling filmqty 3
Cutting boardsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Trash bagsqty 40

Catering

Groceries

Tips

Finalise the concert programme before sending invitations. Allow at least 2 weeks to collect repertoire, texts and performer information, then use the confirmed programme for the printed version.
Open online registration as soon as the date, location and programme are stable. Set a clear closing time, and review registrations at least 7 days before the concert so dietary requirements and seating can be planned.
Create the technical run sheet before equipment arrives. Include microphones, stands, speakers, stage monitors, music stands, lighting, power strips and cable mats, then test every connection during the final venue check.
Assign volunteers to specific shifts rather than asking for general help. Cover arrival, registration, performers, catering and closing, and send the schedule at least 3 days in advance.
Book catering only after you know the expected attendance and dietary requirements. Plan the serving setup with cups, glasses, plates, pastry forks, spoons, platters and tongs, and collect chilled products on the day they are needed.

Frequently asked questions

How far in advance should I plan a Christmas concert?: Start booking the venue, performers and musicians at least 8 to 12 weeks before the concert. Use the following weeks for permits, insurance, registrations, catering, volunteers and technical planning.
When should Christmas concert invitations be sent?: Send invitations once the date, location and programme are confirmed, ideally 6 to 8 weeks before the concert. Keep registration open for at least 3 weeks and set a closing date about 7 days before the event.
When should I print the Christmas concert programme?: Print the programme after the repertoire, texts and running order are final. Aim to complete it at least 5 working days before the concert so there is time to check names, timings and quantities.
How long before a Christmas concert should equipment be checked?: Complete the full equipment and materials check 1 to 2 days before the concert, then test the microphones, speakers, monitors, lights and music player again during setup. Place cable mats and secure cable ties before performers 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.