Christmas performance checklist

A Christmas performance involves more than rehearsing songs and scenes. You need to secure a room, set the date, assign roles, manage registrations and prepare costumes, seating, sound and refreshments. Work backwards from the performance date so invitations go out before rehearsals become busy and dietary details are collected in time. The final week should be reserved for a full rehearsal, costume checks, technical testing and setting up the audience area.

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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

Reserve a room
Set the performance date
2 people
Compile program
2 people
Assign students to roles
3 people
Select music and texts
2 people
Create rehearsal schedule
2 people
Design invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Set out admission tickets
2 people
Set up audience seating
2 people
Share parking information
Hold final rehearsal
8 people
Check texts and music
2 people
Try on costumes
4 people
Label costumes
3 people
Make decorative elements
5 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Keep fresh produce cool
2 people
Lay out costumes
3 people
Print texts
2 people
Prepare name badges
2 people
Check the venue
2 people
Ventilate the hall
2 people
Set up tables
4 people
Set up chairs
5 people
Keep walkways clear
2 people
Hang decorations
4 people
Set up Christmas tree
3 people
Hang lights
3 people
Set up decor
5 people
Set up the backdrop
3 people
Connect sound equipment
3 people
Test microphones
2 people
Test music playback
2 people
Test the lighting
2 people
Set up the catering table
3 people
Prepare coffee and tea
3 people
Set out snacks
4 people
Chill drinks
2 people
Set up the reception desk
2 people
Lay out the programs
2 people
Set up the costume room
3 people

Event

Welcome performers
3 people
Welcome the audience
4 people
Check tickets
3 people
Hand out programs
2 people
Staff the cloakroom
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide latecomers
2 people
Escort audience to the hall
3 people
Present performance
2 people
Carry out set changes
4 people
Operate music and microphones
2 people
Take care of the break
4 people
Guide the audience to the exit
3 people
Collect lost property
See off guests
3 people

Aftercare

Turn off the sound equipment
2 people
Take down the décor
5 people
Remove decorations
4 people
Take down Christmas tree
3 people
Put furniture back
5 people
Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the room
4 people
Check toilets
2 people
Collect costumes
3 people
Wash costumes
2 people
Store costumes
2 people
Return equipment
2 people
Store leftover materials
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 190
Clothes racksqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Cake platesqty 200
Cutlery setsqty 200
Serving plattersqty 12
Serving spoonsqty 8
Cake scissorsqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Nativity scene
Decorative starsqty 20
Backdrop clothqty 2
Christmas table runnersqty 8
Presentation boardqty 2
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Extension cordsqty 8
Power stripsqty 6

Equipment

Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Music player
Laptop
Spare batteriesqty 12
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Can openersqty 2
Ice packsqty 12
traysqty 6
Storage binsqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries

Tips

Set the performance date and reserve the room before creating the rehearsal schedule. Allow enough time for a final rehearsal and check whether the room supports audience seating, costume changes and sound equipment.
Open registrations as soon as invitations are sent, then review them regularly. Record dietary requirements early rather than waiting until you are buying cake, drinks and other refreshments.
Assign students to roles before selecting the final rehearsal timetable. Share the programme with performers and check every text and piece of music before the final rehearsal.
Check costumes at least one week before the performance. Have students try them on, label each costume and lay everything out together so missing pieces are found before show day.
Test speakers, wireless microphones, microphone stands, the audio mixer, LED spotlights and extension cords during the final rehearsal. Set out tickets, seating, decorations and serving items before the audience arrives.

Frequently asked questions

How far in advance should I plan a Christmas performance?: Start planning at least 8 to 12 weeks before the performance date. Reserve the room and set the date first, then allow time for registrations, role assignments, rehearsals, costumes and technical checks.
When should Christmas performance invitations be sent?: Send invitations about 4 to 6 weeks before the performance. Keep registrations open for at least 2 weeks so you can process replies and collect dietary requirements before shopping.
When should the final rehearsal take place?: Hold the final rehearsal 1 to 3 days before the performance. Include the full programme, costumes, texts, music, microphones, lighting and room layout rather than rehearsing only the individual scenes.
How much time is needed to set up a Christmas performance?: Allow at least 3 hours on the day for seating, decorations, sound, lighting, tickets, costumes and refreshments. Keep fresh produce cool until close to serving time and store non-perishable groceries separately.

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