Christmas musical checklist: what to arrange and when

A Christmas musical needs more than a script and a cast. You have to coordinate registrations, rehearsals, costumes, scenery, props, sound and lighting before the performance can run smoothly. Start by fixing the date, venue and performance times, then build the program and assign roles before copying scripts and music. This checklist gives you the full sequence, including details that are often left until the last week, such as costume alterations, technical checks and backstage changing space.

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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
Set performance times
2 people
Reserve rehearsal space
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Select texts and music
3 people
Assign roles
3 people
Copy script
2 people
Copy sheet music
2 people
Plan rehearsals
2 people
Hold a game rehearsal
8 people
Hold music rehearsal
8 people
Hold dance rehearsal
8 people
Hold a run-through without decor
12 people
Record technical requirements
3 people
Reserve audio equipment
Reserve lighting equipment
Collect costumes
3 people
Try on costumes
4 people
Alter costumes
2 people
Make decor
5 people
Gather props
3 people
Label decor and props
2 people
Confirm technical support and catering
2 people
Do the shopping
3 people
Print programs
2 people
Make name badges
2 people
Prepare public registration
2 people
Distribute final schedule
2 people

Event

Open venue
2 people
Unload equipment
4 people
Build the stage and playing area
6 people
Set up decor
5 people
Set up props
3 people
Set up audience seating
5 people
Set up the entrance and coat check
3 people
Hang decorations
4 people
Connect the lighting
2 people
Connect sound
3 people
Test microphones
3 people
Test lighting settings
2 people
Set up the catering area
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people
Lay out costumes
3 people
Set out makeup and face paint
2 people
Welcome performers
2 people
Hold technical rehearsal
12 people
Have performers get face paint
3 people
Welcome the audience
4 people
Hand out programs
2 people
Staff the cloakroom
2 people
Serve coffee and tea
3 people
Perform the show
14 people
Refill drinks
2 people
Serve break snacks
3 people
Guide the audience out on departure
3 people
Manage coat check
2 people
Talk with the performers and get changed
3 people

Aftercare

Switch off equipment
3 people
Dismantle the decor
5 people
Pack props
3 people
Put chairs and tables back
5 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Check toilets
2 people
Clean the venue
5 people
Collect costumes
3 people
Wash costumes
2 people
Sort borrowed materials
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Store programs and decor
2 people

What to bring

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

Furniture

Audience chairsqty 170
Tablesqty 12
Folding chairs backstageqty 20
Coat racksqty 3
Clothes hangersqty 180
Changing room screensqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 6
Microphone standsqty 4
DI boxesqty 2
Music player
Headphonesqty 2
Extension cordsqty 8
Power stripsqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Lightboard
Work lightsqty 4

Decorations

Christmas treeqty 2
Christmas light stringsqty 8
Christmas baublesqty 80
Christmas wreathsqty 4
Christmas table runnersqty 12
Decorative gift boxesqty 12
White and red decoration fabricqty 20
Paper snowflakesqty 40
Poinsettiasqty 12
Gaffer tapeqty 6
Tie wireqty 3
Cable tiesqty 100
Cardboard set panelsqty 10
Wooden decorative slatsqty 12
Backdrop clothqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Dessert platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Corkscrewsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Coolersqty 4
Ice cube traysqty 4
Aluminum foilqty 2
Cling filmqty 2
Napkin holdersqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Hand brushes and dustpanqty 3
Cleaning clothsqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Set the performance date, venue and show times before sending invitations. Keep enough time between performances for audience exit, resetting the room and changing costumes.
Plan the rehearsal sequence around the finished program: begin with separate game, music and dance rehearsals, then schedule a full run-through without decor before adding scenery and props.
Collect dietary requirements when processing registrations, not during the final week. This gives you a clear audience list and time to arrange refreshments or seating information if needed.
Test the complete technical setup before show day. Check the mixer, active speakers, wireless microphones, DI boxes, music player, LED spotlights and lightboard together, including extension cords and power strips.
Arrange costumes and backstage logistics at least one rehearsal before the performance. Try everything on, complete alterations, label outfits and set up coat racks, hangers, screens and folding chairs for changing areas.

Frequently asked questions

How far in advance should I plan a Christmas musical?: Fix the date and location before invitations go out, then allow several weeks for registrations, role assignment, rehearsals, costumes and technical preparation. The exact lead time depends on the cast size, but the program and roles should be settled before copying scripts and sheet music.
How many rehearsals does a Christmas musical need?: Plan separate game, music and dance rehearsals, followed by at least one complete run-through without decor. Add extra sessions when performers are learning new roles, choreography or music, and schedule the technical check before the final rehearsal.
When should I send Christmas musical invitations?: Send invitations once the date, location and performance times are confirmed. Process registrations as they arrive and collect dietary requirements at the same time, rather than waiting until the week of the show.
What technical equipment is needed for a Christmas musical?: Check the requirements for voices, music and lighting before reserving equipment. A typical setup may include active speakers, a mixer, wireless microphones, microphone stands, DI boxes, a music player, LED spotlights, light stands, a lightboard, work lights, extension cords and power strips.

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.