How to organise a Christmas concert

A Christmas concert needs more than a programme and a decorated stage. Start by fixing the date, venue and performers, then work towards guest numbers, music rights, catering and technical equipment. The final week is mostly about confirming details, printing materials and checking what the venue is ready to receive. Use the event plan below to keep the work in order, from the first booking to opening the doors.

Organize this event for free with Lizzt

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
Reserve venue
3
Confirm performers
2 people
4
Check music rights
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
10
Reserve equipment
11
Print the program
2 people
12
Prepare name badges
2 people
13
Assign volunteers
2 people
14
Make route signs
15
Check the weather forecast
16
Do the shopping
3 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Portion the catering
3 people
20
Prepare materials
3 people

Event

21
Open venue
2 people
22
Clear the loading and unloading area
2 people
23
Clear the stage area
3 people
24
Set up chairs
4 people
25
Set up tables
3 people
26
Set up the stage
4 people
27
Connect sound equipment
3 people
28
Set up microphones
2 people
29
Set up lighting
2 people
30
Set up instruments
3 people
31
Run the sound check
4 people
32
Hang decorations
4 people
33
Set up the reception table
2 people
34
Set up the catering buffet
4 people
35
Check toilets
2 people
36
Open the doors
2 people
37
Welcome visitors
4 people
38
Hand out programs
2 people
39
Take coats
2 people
40
Give the opening speech
41
Support the concert
3 people
42
Serve break drinks
5 people
43
Serve snacks
4 people
44
Refill drinks
2 people
45
Collect tableware
3 people
46
Guide second concert part
3 people
47
Manage lighting during the concert
48
Monitor sound level
49
Serve coffee and tea
3 people
50
Serve desserts
3 people
51
Thank the performers
52
See visitors out
4 people
53
Collect lost and found items
54
Switch off equipment
2 people
55
Pack instruments
3 people

Aftercare

56
Remove decorations
3 people
57
Clear tables and chairs
4 people
58
Wash dishes
3 people
59
Collect waste
3 people
60
Clean the venue
4 people
61
Return equipment
2 people
62
Store leftover catering
2 people
63
Return borrowed items
2 people
64
Return venue keys
65
Collect expenses

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Concert chairsqty 120
Tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Waste binsqty 8
Buffet tablesqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 120
Tea glassesqty 60
Dessert platesqty 120
Coffee spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 16
Thermos flasksqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Tableclothsqty 8
Christmas napkinsqty 150
Menu Card Holdersqty 8
LED string lightsqty 10
Christmas ribbonqty 6

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Audio cablesqty 8
Cable reelsqty 6
Power stripsqty 10
Music standsqty 12
Orchestra chairsqty 16
Music stand lightsqty 8
Extension cordsqty 8
Batteriesqty 24
Laptop

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20

Lighting

LED spotlightsqty 6
Light standsqty 3
Night lightingqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm performers and check music rights at the same stage, because changes to the programme can affect equipment, timings and printed materials.
Set a registration deadline at least 7 days before the concert. Use the final guest count to order catering, prepare name badges, collect dietary requirements and decide how many chairs and tables are needed.
Plan the technical check before guests arrive, not during the doors-open period. Test the mixer, speakers, stage monitors and wireless microphones with the performers, and leave at least 60 minutes for adjustments.
Treat the final 24 hours as a separate preparation period. Chill drinks, prepare snacks, portion catering, print the programme and check the weather forecast before volunteers begin venue setup.
Keep the arrival route clear for unloading and mark it with route signs. Set up stage sections and steps first, then chairs, tables, coat racks and buffet tables so heavy items do not have to be moved around guests.

Frequently asked questions

How far in advance should I organise a Christmas concert?: Start organising at least 8 to 12 weeks before the concert. Book the venue and performers first, then allow 3 to 4 weeks for invitations and registrations. Finish the final guest count and catering order about 7 days before the event.
How many drinks should I plan for a Christmas concert?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add hot drinks for the interval or reception, using coffee cups, tea glasses and thermos flasks. Confirm the final quantity after registrations close.
When should I set up the venue for a Christmas concert?: Open the venue at least 3 hours before guests arrive. Clear the loading area and stage area first, assemble the stage and sound equipment, then arrange chairs, tables, coat racks and decorations. Schedule the performer sound check at least 60 minutes before doors open.
How do I organise catering for a Christmas concert?: Collect dietary requirements when guests register and place the catering order after registration closes, ideally 7 days before the concert. Portion the food before the reception starts, label special meals clearly and set out serving platters, spoons, glasses and napkins in advance.

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.