How to organise a Christmas carol service

A Christmas carol service needs more than a choir and a list of songs. Start by securing the date, room and performers, then build the programme around the available musicians and audience. Registrations, songbooks, refreshments and technical equipment all need firm deadlines, because small delays affect the whole service. Use the final week to confirm numbers, test the sound and projector, brief volunteers and set out the hall so guests can move easily from coats to seats to refreshments.

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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

1
Confirm date and location
2 people
2
Book the room
3
Check permits and notifications
4
Check insurance details
5
Book the choir and musicians
2 people
6
Compile the music program
2 people
7
Select Christmas carols
2 people
8
Collect song lyrics
9
Lay out the songbooks
2 people
10
Have songbooks printed
11
Draft invitations
2 people
12
Send invitations
2 people
13
Publish event online
14
Process registrations
15
Collect dietary requirements
16
Confirm registrations
17
Recruit volunteers
2 people
18
Create volunteer schedule
2 people
19
Order catering
2 people
20
Check the shopping list
2 people
21
Check beverage stock
22
Reserve audio equipment
23
Reserve projector and screen
24
Schedule technical test
2 people
25
Create a floor plan of the hall
2 people
26
Check escape routes
2 people
27
Check toilets and cloakroom
2 people
28
Distribute the program and directions
29
Do the shopping
3 people
30
Buy fresh products
2 people
31
Open hall
2 people
32
Check lighting and heating
2 people
33
Set up chairs
5 people
34
Set up tables
3 people
35
Set up the cloakroom
2 people
36
Clear the stage area
3 people
37
Hang decorations
4 people
38
Set up the Christmas tree and decorations
3 people
39
Hang lights
3 people
40
Set up sound equipment
3 people
41
Connect microphones
2 people
42
Set up projector and screen
2 people
43
Test the equipment
3 people
44
Prepare songbooks
3 people
45
Lay out name badges
2 people
46
Prepare coffee and tea
4 people
47
Prepare snacks
4 people
48
Set up the buffet and serving area
3 people
49
Chill drinks
2 people
50
Place waste stations
2 people
51
Set up the reception desk
2 people
52
Brief volunteers
3 people

Event

53
Welcome the choir
2 people
54
Have the choir warm up
2 people
55
Welcome visitors
4 people
56
Check off registrations
2 people
57
Hand out the songbooks
3 people
58
Manage the cloakroom
2 people
59
Announce the opening
60
Lead the singing
4 people
61
Operate music and microphones
2 people
62
Serve coffee and tea
4 people
63
Serve snacks
3 people
64
Refill drinks
2 people
65
Clear tables during the event
3 people
66
Announce the break program
67
Lead the candlelight moment
3 people
68
Announce evening program
69
Lead evening singalong
4 people
70
Serve hot chocolate
4 people
71
Refill drinks
2 people
72
Announce the final song
73
Thank visitors
74
Guide visitors to the exit
3 people
75
Clear the cloakroom
2 people

Aftercare

76
Turn off the sound equipment
2 people
77
Safely remove decorations
4 people
78
Clear away chairs and tables
5 people
79
Collect tableware
4 people
80
Pack leftover food
2 people
81
Sort and remove waste
3 people
82
Wash dishes
4 people
83
Clean the kitchen
3 people
84
Clean the room
4 people
85
Clean the restrooms
2 people
86
Gather borrowed materials
2 people
87
Pack audio equipment
2 people
88
Pack projector and screen
2 people
89
Turn off refrigerators and appliances
2 people
90
Check doors and windows
2 people
91
Lock up the hall
2 people
92
Return leftover materials
2 people
93
Store leftover stock
2 people
94
Register lost and found items
95
Return lost property

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 14
Buffet tablesqty 4
Coat racksqty 3
Clothes hangersqty 150
Stoolsqty 6

Tableware

Coffee cupsqty 140
Platesqty 140
Glassesqty 160
Water glassesqty 160
Platesqty 160
Pastry forksqty 160
Teaspoonsqty 160
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Projector
Projection screen
Laptop
Power banksqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 10
Tableclothsqty 18
Red napkinsqty 180

Lighting

String lightsqty 10
LED candlesqty 140
Standing lampsqty 4
Batteriesqty 40

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Hot drink urnsqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 16
Serving traysqty 8
Food warmersqty 4
Coolersqty 4
Ice bucketsqty 4
Kitchen tongsqty 6
Measuring cupsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Other

Songbooksqty 150
Name badgesqty 150
Pensqty 20
Clipboardsqty 4
Directional signsqty 12
Duct tapeqty 4
Cable tiesqty 100
First aid kitsqty 2

Catering

Groceries

Tips

Book the room and choir before publishing the event. Allow at least 8 weeks to confirm the date, insurance, permits or notifications, musicians and the final music programme.
Finish the carol list and collect the lyrics early enough to print songbooks at least 10 days before the service. Keep one final master copy so late changes do not create mismatched pages.
Close registrations 5 to 7 days before the event and use the final numbers to order catering, check plates, cups, glasses and serving equipment, and identify dietary requirements.
Create the hall layout before setup day. Plan space for chairs, buffet tables, coat racks, the Christmas tree, the choir, microphones and clear cable routes; leave at least 90 minutes for arranging the room.
Schedule the technical test 2 to 3 hours before doors open. Check the speakers, microphones, mixer, projector, laptop, cables, extension cords and power strips, then keep a printed running order beside the equipment.

Frequently asked questions

How far in advance should I organise a Christmas carol service?: Start 8 to 12 weeks ahead if you need to book a choir, musicians and a suitable hall. Set the programme and open registrations once the performers and date are confirmed.
When should I print the songbooks for a carol service?: Finalise the carol selection and lyrics at least 10 days before the service, then print a small number of spare copies. Prepare about 5% extra if attendance is confirmed in advance.
How many volunteers do I need for a Christmas carol service?: For every 50 guests, plan on at least 3 volunteers: one for arrivals, one for seating or coats and one for refreshments. Add a separate technical helper if the service uses microphones or projection.
When should the sound and projector be tested?: Run the full technical test 2 to 3 hours before guests arrive, using the actual microphones, laptop, projector and song slides. Test every cable and power connection before the choir rehearses.

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.