Christmas Concert Checklist

A Christmas concert involves more than booking a hall and inviting an audience. You need to align the date, programme, artists, conductor and rehearsal schedule before tickets or registrations go live. Venue details, permits, insurance and technical requirements should be confirmed early, while guest information and printed materials come later. Use this checklist to keep the work in order, from the first planning decisions through equipment checks, catering and the final concert setup.

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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
Schedule rehearsals
2 people
Reserve the venue and hall
2 people
Confirm reservation in writing
Check permits and notifications
2 people
Check insurance
Design invitations
2 people
Send invitations
2 people
Publish concert online
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Confirm guest reservations
Print program and texts
2 people
Prepare name badges
Send artist information
Collect music scores
2 people
Check sheet music
2 people
Create lighting plan
2 people
Create sound plan
2 people
Reserve equipment
Book catering
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Transport instruments
4 people
Open hall
2 people
Clear emergency exits
2 people
Check the hall and restrooms
2 people
Set up tables
3 people
Set up chairs
4 people
Clear the stage area
3 people
Hang Christmas decorations
3 people
Set up Christmas tree
2 people
Add light decorations
2 people
Set up the sound system
3 people
Connect microphones
2 people
Set up lighting
3 people
Set up instruments
4 people
Prepare sheet music
2 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place programs
2 people
Set up the entrance and coat check
2 people
Perform the technical sound check
3 people
Run general rehearsal
8 people

Event

Open reception for attendees
3 people
Check tickets and reservations
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Guide audience to their seats
3 people
Welcome performers
2 people
Open the concert
Coordinate music performances
4 people
Operate microphones
Operate lighting
Announce break
Serve coffee and tea
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Guide the audience back to the hall
2 people
Guide second concert part
4 people
Deliver the closing speech
See the audience out
3 people
Lock the cloakroom
2 people

Aftercare

Store instruments safely
4 people
Take down the sound system
3 people
Dismantle the lighting setup
3 people
Remove decorations
3 people
Put furniture back
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
4 people
Clean the restrooms
2 people
Collect waste
3 people
Dispose of waste
2 people
Collect lost and found items
Inventory materials
2 people
Return borrowed materials
3 people
Return technical equipment
2 people
Lock up the venue
2 people
Return keys

What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 160

Tableware

Coffee cupsqty 140
Glassesqty 180
Platesqty 160
Forksqty 160
Spoonsqty 160
Knivesqty 160
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 35
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Cable tiesqty 100
DI boxesqty 2

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 3

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Christmas wreathsqty 4
Table décorqty 12
Electric candlesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Serving traysqty 8
Tea towelsqty 12
Oven mittsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, programme, artists and conductor before publishing the concert. Build the rehearsal schedule around confirmed availability, then collect the music scores and check every part before the first full rehearsal.
Reserve the venue as early as possible and confirm the booking in writing. Ask about access times, seating, coat storage, power supplies, permitted decorations and whether the hall requires specific permits or notifications.
Do not leave sound and lighting until concert week. Create the sound and lighting plans after the programme is known, then reserve speakers, microphones, stands, mixer, cables and lighting equipment with enough time for a test.
Send invitations with a clear response deadline, then process registrations and collect dietary requirements in one list. Confirm guest reservations before printing programmes, texts and name badges so quantities do not change at the last minute.
Assign volunteers to specific jobs rather than asking for general help. Confirm who handles reception, seating, artist support, catering, equipment and the post-concert clear-up, and prepare the shopping list before buying food and drinks.

Frequently asked questions

How early should I start planning a Christmas concert?: Start at least 12 to 16 weeks before the concert. The venue, artists, conductor and rehearsal dates should be confirmed first, because they determine the programme and the rest of the schedule.
When should invitations for a Christmas concert be sent?: Send invitations around 6 to 8 weeks before the concert, with a response deadline at least 2 weeks before the event. This leaves time to confirm reservations, dietary requirements, seating and printed quantities.
How many rehearsals are needed for a Christmas concert?: Plan at least 3 rehearsals for a small, familiar programme, including one full rehearsal with the complete running order. Add a technical rehearsal before the performance to test microphones, speakers, lighting and stage positions.
When should I arrange Christmas concert sound and lighting equipment?: Reserve the equipment 3 to 4 weeks in advance and test it during the final rehearsal or earlier. Check microphones, mixer, speakers, stands, extension cords, power strips and cable management before the audience arrives.

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.