Christmas Concert Checklist

A Christmas concert needs more coordination than a single performance: artists, conductor, venue, music rights, catering and technical equipment all have to meet on one schedule. Start by fixing the date and programme, then confirm the venue, performers and permissions before sending invitations. Registrations, dietary requirements and parking details should be tracked together. In the final week, check the room layout, emergency exits, sound system, brochures, drinks and volunteer assignments against the run sheet.

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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
Check insurance
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parking information
Book catering
Order flower arrangements
Order program brochures
Reserve technical equipment
Check music rights
Assign volunteers
2 people
Send artist information
Plan the room layout
2 people
Check emergency exits
2 people
Print the run sheet
Make name badges
Receive program brochures
Check the shopping list
2 people
Do the shopping
3 people
Store drinks refrigerated
2 people
Prepare snacks
4 people
Check equipment
2 people
Prepare artist reception
2 people

Event

Clear the hall floor
3 people
Build the stage and playing area
5 people
Set up chairs
4 people
Set up tables
3 people
Hang up decorations
3 people
Set up Christmas tree
2 people
Set up lighting
3 people
Connect the sound system
3 people
Set up instruments
4 people
Perform sound check
4 people
Perform lighting test
2 people
Welcome performers
2 people
Set up catering
4 people
Set up the entrance table
2 people
Lay out program brochures
2 people
Open the doors
2 people
Welcome visitors
4 people
Hand out program brochures
2 people
Take coats
2 people
Give the opening speech
Support the concert
3 people
Serve break drinks
5 people
Serve snacks
4 people
Refill drinks
2 people
Check toilets
Guide second concert part
3 people
Assist performers
2 people
Deliver closing remarks
Say goodbye to visitors
3 people
Hand out jackets
2 people
Wrap up catering
3 people
Pack instruments
4 people
Tear down audio equipment
3 people
Take down lighting equipment
2 people

Aftercare

Dismantle chairs and tables
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the kitchen
2 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Stage sectionsqty 6
Changing room chairsqty 12
Clothes racksqty 2
Clothes hangersqty 40
Coat racksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 80
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 8
Extension cordsqty 10
Music standsqty 30
Piano stool
Lectern
Laptop

Lighting

LED spotlightsqty 8
Light standsqty 2
Cable dimmersqty 2
Christmas light stringsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree lightsqty 2
Christmas wreathsqty 4
Green pine branchesqty 10
LED candlesqty 24
Table runnersqty 10
Flower arrangementsqty 6
Welcome sign
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Measuring cupsqty 2
Storage boxesqty 10
Bottle openersqty 3
Washing-up bowlsqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Office

Program leafletsqty 140
Name badgesqty 30
Ballpoint pensqty 12
Rolls of tapeqty 6
Painter's tapeqty 4
Writing foldersqty 6

Safety

Flashlightsqty 4
Cable matsqty 12
Bollardsqty 6
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date and programme before confirming artists, the hall or catering. Allow at least 8–12 weeks for a concert with invitations, registrations and printed programme brochures.
Do not leave music rights and insurance until the final week. Check both as soon as the programme is fixed, and confirm any permits required for the venue and performance.
Plan the audience flow as well as the stage: place chairs, coat racks and tables on the room layout, and check emergency exits before anything is moved into position.
Test the complete technical setup before doors open, including wireless microphones, mixer, active speakers, stage monitors, DI boxes, XLR cables, power strips and extension cords. A short soundcheck with the artists is safer than testing individual items separately.
Order or collect printed materials early and refrigerate drinks before the event day. Print the run sheet, prepare name badges and assign volunteers no later than 48 hours before the concert.

Frequently asked questions

How far in advance should I plan a Christmas concert?: Start at least 8–12 weeks before the concert. That gives you time to secure the venue and artists, check rights and permits, send invitations, process registrations and arrange equipment and catering.
When should I send Christmas concert invitations?: Send them about 6–8 weeks before the concert, once the date, programme, venue and registration method are confirmed. Set a registration deadline around 10–14 days before the event so catering quantities and dietary requirements can be finalised.
When should the Christmas concert soundcheck take place?: Schedule the full soundcheck 2–3 hours before the audience arrives. Test the mixer, speakers, monitors, microphones, cables and power connections with the actual performers, not just with the equipment switched on.
What should I check the day before a Christmas concert?: Use the run sheet to confirm volunteers, artist information, room layout, emergency exits, brochures, name badges, catering and refrigerated drinks. Finish these checks at least 24 hours beforehand, leaving only delivery, setup and the final technical test for the event day.

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.