Christmas concert checklist: plan it in the right order

A Christmas concert involves more than booking performers and putting out chairs. You need to lock in the date, venue and programme before invitations go out, then allow time for registrations, dietary requirements and catering quantities. On the day, the stage, sound equipment, seating, refreshments and arrival route all compete for attention. Use this checklist to work through the planning in sequence, with the final setup started early enough for a proper sound check and venue walkthrough.

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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
Confirm performers
2 people
Check music rights
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order catering
Reserve equipment
Print the program
2 people
Prepare name badges
2 people
Assign volunteers
2 people
Make route signs
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Portion the catering
3 people
Prepare materials
3 people

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Clear the stage area
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage
4 people
Connect sound equipment
3 people
Set up microphones
2 people
Set up lighting
2 people
Set up instruments
3 people
Run the sound check
4 people
Hang decorations
4 people
Set up the reception table
2 people
Set up the catering buffet
4 people
Check toilets
2 people
Open the doors
2 people
Welcome visitors
4 people
Hand out programs
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
Collect tableware
3 people
Guide second concert part
3 people
Manage lighting during the concert
Monitor sound level
Serve coffee and tea
3 people
Serve desserts
3 people
Thank the performers
See visitors out
4 people
Collect lost and found items
Switch off equipment
2 people
Pack instruments
3 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Return equipment
2 people
Store leftover catering
2 people
Return borrowed items
2 people
Return venue keys
Collect expenses

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Concert chairsqty 120
Tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Waste binsqty 8
Buffet tablesqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 120
Tea glassesqty 60
Dessert platesqty 120
Coffee spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 16
Thermos flasksqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Tableclothsqty 8
Christmas napkinsqty 150
Menu Card Holdersqty 8
LED string lightsqty 10
Christmas ribbonqty 6

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Audio cablesqty 8
Cable reelsqty 6
Power stripsqty 10
Music standsqty 12
Orchestra chairsqty 16
Music stand lightsqty 8
Extension cordsqty 8
Batteriesqty 24
Laptop

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Lighting

LED spotlightsqty 6
Light standsqty 3
Night lightingqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm the performers and check music rights at the same time, because changes after registration opens can affect timings and audience information.
Allow at least 7–10 days to process registrations and collect dietary requirements before placing the catering order. Count portions from the confirmed registrations, then add a small buffer rather than ordering blindly.
Reserve sound equipment early and test the mixer, speakers, stage monitors and wireless microphones before guests arrive. Keep time for a complete sound check after the stage sections and chairs are in their final positions.
Open the venue with a clear setup sequence: first clear the loading area and stage, then build the stage, place chairs and tables, and only afterwards add decorations and refreshments. This prevents garlands, the Christmas tree and buffet tables from obstructing equipment deliveries.
Prepare guest-facing details before the final day: print the programme, make name badges, put up route signs and assign volunteers. Chill drinks and portion snacks close to opening time, while keeping water glasses, coffee cups and serving utensils together at the buffet.

Frequently asked questions

How early should I start planning a Christmas concert?: Start at least 8–12 weeks before the concert. Confirm the date, venue, programme and performers first, then allow several weeks for invitations, registrations, catering and equipment reservations.
When should I send Christmas concert invitations?: Send invitations around 4–6 weeks before the event. Set a registration deadline about 10–14 days before the concert so you can confirm attendance and dietary requirements before ordering catering.
How long does Christmas concert setup take?: Allow at least 3–4 hours for venue setup when you need to assemble a stage, arrange concert chairs, place tables, decorate and install sound equipment. Add extra time for a full sound check and a final safety walkthrough.
How much catering should I order for a Christmas concert?: Base the order on confirmed registrations and dietary requirements, then add roughly 5–10% extra portions for unexpected guests or larger appetites. Finalise quantities at least 7 days before the concert so the caterer has time to prepare.

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.