Christmas Game Checklist

A Christmas game needs more than a date, players and a few festive props. You need a clear schedule, completed registrations, dietary information, volunteer cover, costumes, scripts and tested microphones before guests arrive. This checklist puts the work in a sensible order, from confirming the venue to wrapping player gifts. Use it to keep the game, food service and Christmas decorations moving together instead of leaving essential details until the final day.

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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
Record the Christmas game schedule
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Create roster with players
2 people
Provide scripts to players
Select music for the game
2 people
Confirm venue reservation
Confirm seat reservations
Test the equipment
2 people
Develop the decor design
2 people
Collect costumes
3 people
Gather props
3 people
Purchase decorations
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Try on costumes
4 people
Check decor and props
3 people
Print scripts and run-of-show plans
2 people
Prepare name badges
2 people
Wrap gifts for players
2 people
Fill coolers
2 people
Prepare snacks
4 people
Set up tables
4 people
Set out chairs
4 people
Set up stage sections
4 people
Set up decor
4 people
Hang decorations
3 people
Decorate the Christmas tree
3 people
Hang lighting
3 people
Connect the sound system
2 people
Set up the lighting installation
2 people
Test microphones
2 people
Set up changing room
2 people
Lay out costumes
2 people
Set up props
2 people
Arrange snacks on platters
3 people
Prepare coffee and tea
2 people
Set up the reception table
2 people
Signpost the entrance and route
2 people

Event

Distribute program
3 people
Welcome visitors
4 people
Check off registrations
2 people
Manage the cloakroom
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Guide players to the dressing room
2 people
Announce players
Carry out the Christmas game
12 people
Operate music during the game
Operate lighting during the game
Set out break drinks
3 people
Restock break snacks
3 people
Accompany Christmas carols
3 people
Give thanks
Handing out gifts
3 people
Wave goodbye to visitors
4 people
Manage coat check
2 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Collect tableware
3 people
Serve coffee and tea
2 people
Escort the last visitors
2 people

Aftercare

Take down the décor
4 people
Dismantle stage sections
4 people
Turn off the sound equipment
2 people
Remove lighting
3 people
Stack chairs
4 people
Clear tables
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Collect waste
2 people
Clean the room
4 people
Check toilets
Wash and sort costumes
3 people
Return props
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Collect lost property
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Stage sectionsqty 8
Dressing room racksqty 4
Coat racksqty 3
Stoolsqty 6

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 100
Drinking glassesqty 150
Wine glassesqty 80
Coffee spoonsqty 100
Table knivesqty 120
Table forksqty 120
Serving spoonsqty 16
Serving plattersqty 20
Serving traysqty 12

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Christmas table runnersqty 12
Decorative clothsqty 8
Artificial snow blanketsqty 6
Nativity scene
Star for nativity scene
Battery lightsqty 10
Christmas table centerpiecesqty 12
Name card holdersqty 120
Welcome sign
Directional signsqty 8

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Music playlist
Clothes steamers
Ironing board

Lighting

LED spotlightsqty 6
LED string lightsqty 8
Standing lampsqty 4
Flashlightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving tongsqty 6
Thermos flasksqty 6
Water jugsqty 8
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date, venue and seat reservations before opening registration. Allow at least 2–3 weeks for people to reply, especially if players need costumes or assigned roles.
Close registrations several days before the game and record dietary requirements at the same time. Use the final player list to prepare name badges, scripts, the roster and catering quantities.
Test both wireless microphones and microphone stands at the venue at least 24 hours beforehand. Check batteries, sound coverage and whether the stage sections leave enough room for costumes and props.
Schedule a full costume and prop check 1–2 days before the event. Try on every costume, match props to the run-of-show plan and keep dressing-room racks and coat racks ready for quick changes.
Finish decorations and food preparation in separate blocks on the event day. Set out tables, chairs, tableware and serving platters first, then place garlands, battery lights, the tree and table runners without blocking walkways or microphones.

Frequently asked questions

How far in advance should I organise a Christmas game?: Start planning at least 4–6 weeks before the event. Confirm the date and venue first, then allow 2–3 weeks for registrations and enough time to assign players, volunteers, costumes and scripts.
When should Christmas game registrations close?: Close registrations 5–7 days before the game. That gives you time to process the final list, collect missing dietary information, calculate catering quantities and print badges and scripts.
When should I test the microphones and equipment?: Test the wireless microphones and other equipment at least 24 hours before guests arrive, then do a short sound check on the day. Keep spare batteries available and confirm the microphones work from every playing area.
How much food and drink should I plan for a Christmas game?: Calculate catering from the confirmed player and guest count, adding 5–10% for unexpected portions. For drinks, plan about 2–3 servings per person for the first hour, then adjust for the remaining programme length.

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.