Christmas performance planning checklist

A Christmas performance needs more than a rehearsal schedule and a decorated stage. You also have to manage registrations, dietary requirements, tickets, visitor information, costumes, props, music and technical plans. Start with the date, location and show program, then work towards the final rehearsal and event-day setup. This checklist keeps front-of-house, cast, catering and equipment tasks connected, so details such as coat hangers, printed programs and chilled drinks are not left until the last hour.

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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
Set the show program
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
Confirm reservations
Print the program
Print admission tickets
Create staff instructions
Create cast list for the show
2 people
Confirm the rehearsal schedule
Check decorations
2 people
Check costumes
2 people
Sort props
2 people
Gather music files
Develop lighting plan
2 people
Develop the sound plan
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Prepare decorations
3 people
Prepare snacks
4 people
Chill drinks
2 people
Pick up venue keys
Check rooms
2 people
Clear the entrance
2 people
Set up chairs
4 people
Set up tables
3 people
Set up stage area
4 people
Set up set pieces
4 people
Hang decorations
3 people
Set up lighting equipment
2 people
Set up sound equipment
2 people
Connect the technical equipment
2 people
Test the lights and sound
3 people
Lay out costumes
2 people
Set up props
2 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Set up the registration desk
2 people
Brief staff
2 people

Event

Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Manage the cloakroom
2 people
Distribute program
2 people
Assist the performance
4 people
Operate lighting during the show
Operate the sound during the performance
Announce break
Serve snacks
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Assist with the second performance
4 people
Guide visitors to the exit
3 people
Set up evening program
3 people
Serve evening catering
5 people
Refill drinks
2 people
Guide the evening performance
4 people
See off the last visitors
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Remove decorations
3 people
Dismantle set pieces
4 people
Switch off the equipment
2 people
Pack equipment
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Clear away chairs and tables
4 people
Clear the cloakroom
2 people
Collect lost and found items
2 people
Count inventory
2 people
Return materials
2 people
Return venue keys
Collect invoices

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Lectern

Tableware

Dinner platesqty 130
Pastry platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 100
Coffee spoonsqty 130
Forksqty 130
Knivesqty 130
Serving spoonsqty 12
Serving boardsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Coolersqty 4
Serving traysqty 10
Buffet platesqty 8
Corkscrewsqty 3
Bottle openersqty 3
Groceries

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Laptop
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 12
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Christmas tree skirtsqty 2
Tableclothsqty 12
Napkin ringsqty 120
Name card holdersqty 120
Theater curtainsqty 2
Decorative gift boxesqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Vacuum cleanerqty 2
Cleaning glovesqty 8
Waste binsqty 10
Toilet brushesqty 4

Theater

Costume racksqty 4
Clothing coversqty 30
Prop tablesqty 4
Storage cratesqty 12
Director's clapperboardqty 2
Tapeqty 8
Safety pinsqty 2
Hand mirrorsqty 4

Tips

Confirm the date and location before sending invitations, then allow at least 7 days to process registrations and update the visitor list before printing tickets and programs.
Set the show program before finalising the cast list, rehearsal schedule, lighting plan and sound plan. Leave a final review slot at least 3 days before the performance.
Collect dietary requirements with registrations and calculate catering quantities from the confirmed visitor list. Check plates, cups, glasses, serving trays and food warmers before shopping.
Check costumes, props and music files during the final rehearsal rather than on performance day. Keep a written staff instruction sheet covering entrances, microphones, speakers, stage sections and the lectern.
Prepare decorations, snacks and drinks in stages: decorate before guests arrive, chill drinks several hours beforehand, and set out coffee machines, kettles and thermos flasks before doors open.

Frequently asked questions

How far in advance should I send Christmas performance invitations?: Send invitations 3 to 4 weeks before the performance when possible. Close registrations at least 7 days before the event so you can confirm reservations, collect dietary requirements and print tickets and programs.
When should the Christmas performance program be finalised?: Finalise the program before the last week of rehearsals, ideally 7 days before the performance. Print the programs after the cast list, running order and visitor information have been checked.
How many drinks should I plan per guest at a Christmas performance?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Adjust the total after confirming the visitor list and provide water as well as other drinks.
When should I check the sound and lighting equipment?: Test the mixer, wireless microphones, microphone stands and speakers during a full technical rehearsal at least 1 day before the performance. Repeat a short sound check 60 to 90 minutes before guests arrive.

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.