Christmas performance checklist

A Christmas performance involves more than booking artists and setting a date. You also need a reliable sign-up process, dietary information, guest transport, a finished programme, and working sound equipment. This checklist puts the planning in a practical order, from confirming the venue to checking escape routes and testing microphones. Use it to catch the details that are often left until the final week, including spare batteries, name badges, printed texts, and enough serving equipment for the catering.

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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
Reserve the Performance
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Inventory transport needs
2 people
Keep track of reserve spots
Finalize the program
2 people
Print programs
2 people
Prepare name badges
2 people
Confirm contact with artists
Gather music files
Print presentation texts
Order catering
Arrange transportation for guests
2 people
Assign volunteers
2 people
Check accessibility
2 people
Check escape routes
2 people
Check first aid supplies
Test the equipment
2 people
Buy spare batteries
Check decorations
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store chilled products
2 people
Work out table arrangement
2 people
Set out the gifts
2 people
Prepare presentation table
2 people
Process final registrations
Print the visitor list

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the equipment
3 people
Check the lighting and power
2 people
Hang decorations
3 people
Decorate the Christmas tree
2 people
Set up the registration desk
2 people
Set up the cloakroom
2 people
Set up coffee station
3 people
Set up buffet tables
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set aside special diet meals
2 people
Welcome performers
2 people
Set up artist room
2 people
Perform sound check
3 people
Brief reception team
2 people
Welcome guests
4 people
Take coats
2 people
Serve coffee and tea
3 people
Hand out programs
2 people
Escort guests to their seats
3 people
Assist at the Christmas Performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Guide break visitors
3 people
Assist with the second performance
4 people
Guide the farewell moment
3 people
Handing out gifts
3 people
Guide guests to the exit
3 people
Return coats
2 people
Store leftovers safely
2 people
Switch off equipment
2 people

Aftercare

Collect tableware
3 people
Clear buffet
3 people
Collect waste
3 people
Take down tables
3 people
Clear away chairs
4 people
Dismantle the technical setup
3 people
Remove decorations
3 people
Wash dishes
3 people
Clean the room
4 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Process leftover catering
2 people
Dispose of waste
2 people
Return lost property

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Buffet tablesqty 4
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 8
Scissorsqty 4
Cutting boardsqty 4
Knives for prepqty 4
Small bowlsqty 20
Serving spoonsqty 8
Coolersqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Lighting

LED light stringsqty 6
Standing lampsqty 4

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 12
Tableclothsqty 12
Napkin holdersqty 12
Name badgesqty 90
Programsqty 100
Gift bagsqty 90
Wrapping ribbonqty 4
Tapeqty 6
Double-sided tapeqty 4
Painter's tapeqty 4

Catering

Groceries

Tips

Confirm the date and location before inviting anyone, then keep a reserve list once registrations start. This gives you a way to fill cancellations without reopening the entire invitation process.
Collect dietary requirements when guests sign up, not a few days before the performance. Give the caterer the final numbers and requirements only after you have checked the registration list and reserve places.
Finish the programme before printing anything. Allow time to print programmes, presentation texts, and name badges, and confirm the artists’ contact details so last-minute changes have a clear point of contact.
Test the full sound setup before guests arrive: wireless microphones, stands, speakers, mixer, laptop, audio cables, and extension cords. Keep spare batteries available and test the actual music files you will use.
Walk through the venue as a guest and as a performer at least once before the event. Check accessibility, escape routes, seating, buffet tables, clothing racks, and first aid supplies instead of discovering a problem during arrival.

Frequently asked questions

How far in advance should I organise a Christmas performance?: Start confirming the date, location, and performance at least 8 to 12 weeks ahead. Send invitations once the core details are fixed, then keep the final guest numbers and dietary requirements up to date until catering is ordered.
When should I send invitations for a Christmas performance?: Send invitations about 6 to 8 weeks before the performance. Set an RSVP deadline around 3 weeks before the event so you have time to review reserve spots, arrange transport, and give the caterer accurate numbers.
What equipment do I need for a Christmas performance?: Plan the complete audio chain: wireless microphones, microphone stands, speakers, a mixer, a laptop, audio cables, and extension cords. Test everything at least 1 week before the event and keep spare batteries ready for the performance day.
When should I finalise catering for a Christmas performance?: Finalise the catering order about 1 to 2 weeks before the performance, after checking registrations and dietary requirements. Also confirm that you have enough cups, glasses, plates, cutlery, coffee equipment, serving trays, and cooling space.

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