How to organise a Christmas concert

A Christmas concert runs smoothly when artistic planning, venue logistics and guest information are handled in the right order. Start with the date and programme, then confirm the artists, conductor and hall before opening registrations. Allow time for permits, insurance, music rights and technical checks—not just rehearsals. This plan also covers catering, seating, coats, printed programmes, volunteers and the final run sheet, so small details do not become last-minute problems.

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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
Set the date and program
2 people
2
Confirm artists and conductor
2 people
3
Reserve the venue and hall
4
Check permits
5
Check insurance
6
Design invitations
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Send parking information
11
Book catering
12
Order flower arrangements
13
Order program brochures
14
Reserve technical equipment
15
Check music rights
16
Assign volunteers
2 people
17
Send artist information
18
Plan the room layout
2 people
19
Check emergency exits
2 people
20
Print the run sheet
21
Make name badges
22
Receive program brochures
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Store drinks refrigerated
2 people
26
Prepare snacks
4 people
27
Check equipment
2 people
28
Prepare artist reception
2 people

Event

29
Clear the hall floor
3 people
30
Build the stage and playing area
5 people
31
Set up chairs
4 people
32
Set up tables
3 people
33
Hang up decorations
3 people
34
Set up Christmas tree
2 people
35
Set up lighting
3 people
36
Connect the sound system
3 people
37
Set up instruments
4 people
38
Perform sound check
4 people
39
Perform lighting test
2 people
40
Welcome performers
2 people
41
Set up catering
4 people
42
Set up the entrance table
2 people
43
Lay out program brochures
2 people
44
Open the doors
2 people
45
Welcome visitors
4 people
46
Hand out program brochures
2 people
47
Take coats
2 people
48
Give the opening speech
49
Support the concert
3 people
50
Serve break drinks
5 people
51
Serve snacks
4 people
52
Refill drinks
2 people
53
Check toilets
54
Guide second concert part
3 people
55
Assist performers
2 people
56
Deliver closing remarks
57
Say goodbye to visitors
3 people
58
Hand out jackets
2 people
59
Wrap up catering
3 people
60
Pack instruments
4 people
61
Tear down audio equipment
3 people
62
Take down lighting equipment
2 people

Aftercare

63
Dismantle chairs and tables
4 people
64
Remove decorations
3 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the room
4 people
68
Clean the kitchen
2 people
69
Hand over the venue
2 people
70
Return borrowed materials
2 people
71
Store leftover stock
2 people
72
Handle lost and found
73
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Stage sectionsqty 6
Changing room chairsqty 12
Clothes racksqty 2
Clothes hangersqty 40
Coat racksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 80
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 8
Extension cordsqty 10
Music standsqty 30
Piano stool
Lectern
Laptop

Lighting

LED spotlightsqty 8
Light standsqty 2
Cable dimmersqty 2
Christmas light stringsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree lightsqty 2
Christmas wreathsqty 4
Green pine branchesqty 10
LED candlesqty 24
Table runnersqty 10
Flower arrangementsqty 6
Welcome sign
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Measuring cupsqty 2
Storage boxesqty 10
Bottle openersqty 3
Washing-up bowlsqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Office

Program leafletsqty 140
Name badgesqty 30
Ballpoint pensqty 12
Rolls of tapeqty 6
Painter's tapeqty 4
Writing foldersqty 6

Safety

Flashlightsqty 4
Cable matsqty 12
Bollardsqty 6
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date and programme before designing invitations. Confirm the artists, conductor and venue first, then include the registration deadline, parking details and any dietary-information request in the invitation.
Book technical equipment as soon as the venue is confirmed. A concert may need active speakers, stage monitors, microphones, stands, DI boxes, cables, power strips and lighting; test every connection before guests arrive.
Check permits, insurance and music rights several weeks before the concert. These requirements can take longer than expected, especially when the programme includes multiple performers or a public venue.
Plan the room around both the audience and the performers. Count chairs and tables, allow space for stage sections, music stands and a piano stool, and check that emergency exits remain clear after the layout is installed.
Treat guest comfort as a timed task, not an afterthought. Refrigerate drinks before the event, prepare coffee cups and serving trays, receive the programme brochures, and brief volunteers on coats, name badges, registration and parking questions.

Frequently asked questions

How far in advance should I organise a Christmas concert?: Start at least 8 to 12 weeks ahead. Confirm the date, programme, artists, conductor and venue first, then allow several weeks for registrations, catering, permits, music rights and technical arrangements.
When should I send Christmas concert invitations?: Send invitations around 4 to 6 weeks before the concert, with a clear registration deadline about 10 to 14 days before the event. Use the registration list to confirm numbers, dietary requirements and parking information.
What technical equipment is needed for a Christmas concert?: Plan the sound and stage setup at least 3 to 4 weeks in advance. Depending on the performers and hall, this can include speakers, monitors, microphones, stands, DI boxes, XLR and audio cables, power strips, extension cords and LED spotlights.
When should catering and drinks be arranged for a Christmas concert?: Book catering 3 to 4 weeks before the concert, using the registration count and dietary requirements. Buy or receive drinks close enough to the event to keep them fresh, then store them refrigerated before serving.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.