How to organise a Christmas concert without last-minute gaps

Start by fixing the date, programme and venue before contacting musicians or opening registrations. Once the repertoire and running order are clear, invitations can include the concert length, route, parking and any registration deadline. Plan catering and seating from confirmed numbers, then schedule a separate equipment check for microphones, speakers, music stands and power. The final setup works best when volunteers have assigned jobs and instruments, cables and refreshments arrive in a clear order.

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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
Reserve venue
3
Confirm musicians
4
Set the repertoire and order
3 people
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Book catering
10
Reserve extra chairs
11
Print the program
12
Check the music parts
2 people
13
Reserve equipment and microphones
14
Assign volunteers
15
Share route and parking
16
Finalize registrations
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Check decorations
20
Charge equipment
21
Prepare catering
3 people
22
Set up tables and chairs
4 people
23
Clear the stage area
2 people
24
Set up music stands
2 people
25
Unload instruments
3 people
26
Set up the sound system
3 people
27
Connect microphones
2 people
28
Install lighting and Christmas lights
3 people
29
Hang Christmas decorations
3 people
30
Set up the entrance table
2 people
31
Lay out the programs
2 people
32
Set up the cloakroom
2 people
33
Prepare coffee and tea
3 people
34
Set out cold drinks
2 people
35
Set out pastries and snacks
3 people
36
Check toilets
37
Clear emergency routes
2 people
38
Perform sound check
4 people
39
Instruct musicians
2 people

Event

40
Staff the entrance and reception
3 people
41
Welcome visitors
2 people
42
Hand out programs
2 people
43
Manage the cloakroom
2 people
44
Open the concert
45
Run the concert program
10 people
46
Serve coffee and tea
4 people
47
Serve pastries and snacks
4 people
48
Refill drinks
2 people
49
Collect tableware
2 people
50
Keep the break room tidy
2 people
51
Announce the second concert set
52
Perform the second concert set
10 people
53
Give the closing speech
54
Say goodbye to visitors
3 people
55
Host informal gathering
3 people
56
Keep drinks topped up
2 people
57
Finish coat check
2 people

Aftercare

58
Pack instruments
3 people
59
Take down the sound system
3 people
60
Switch off the Christmas lights
61
Wash dishes
4 people
62
Clean up catering
3 people
63
Collect waste
2 people
64
Clean the room
4 people
65
Clean the restrooms
2 people
66
Put chairs and tables back
4 people
67
Take down decorations
2 people
68
Check borrowed materials
2 people
69
Return materials
2 people
70
Store leftovers safely
2 people
71
Register lost and found items
72
Send thank-you message
73
Share photos with participants

What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 8
Beer tablesqty 2
Coat racksqty 2
Stoolsqty 6
Christmas tree stand
Party tent
Umbrella binsqty 2
Bollardsqty 6
Stage sectionsqty 4

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving trays with lidsqty 4
Coffee spoonsqty 120
Sugar bowlsqty 6
Milk jugsqty 6
Cake standsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 4
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 6
Keyboard
Keyboard stand
Metronome
Spare batteriesqty 24
Gaffer tapeqty 4
Cable reelsqty 3
Spare audio cablesqty 8
Piano
Piano stool
Conductor's lectern

Lighting

LED spotlightsqty 4
Light Stripsqty 4
Battery lightsqty 12
Flashlightsqty 4

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 6
White table runnersqty 8
Name badgesqty 120
Programsqty 120
Table décorqty 12
Christmas tree lightsqty 2
Entrance runner
Christmas candlesqty 24
Candle holdersqty 24

Catering

Groceries
Cash register
Cash box
Receipt bookletsqty 4
Allergen cardsqty 20
Drink dispensersqty 4
Ice cube traysqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Cake serversqty 4
Pliersqty 8
Measuring cupsqty 4
Hot traysqty 4
Serving traysqty 8
Washing-up basinsqty 4
Large soup ladlesqty 4
Serving utensilsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Waste binsqty 6
Microfiber clothsqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Tips

Set the date, venue and programme first, then confirm the musicians and repertoire. Leave at least 2–3 weeks between sending invitations and the registration deadline so you can order catering and arrange extra chairs accurately.
Ask for dietary requirements when people register, not during the final week. Close registrations 5–7 days before the concert and use that number for drinks, cake, plates and seating.
Check every music part and print the programme at least 2 days beforehand. Put the repertoire in performance order and keep spare copies with the music stands rather than relying on a single folder.
Test the mixer, active speakers, wireless microphones and microphone stands before guests arrive. Charge wireless equipment overnight, and keep extension cords, power strips and cable trays together for the sound check.
Assign volunteers to specific arrival and closing jobs: unloading instruments, clearing the stage, setting up chairs and tables, preparing hot drinks and checking coats. Schedule the sound check at least 90 minutes before the audience enters.

Frequently asked questions

How far in advance should I organise a Christmas concert?: Fix the date and reserve the venue at least 8–12 weeks ahead. Confirm musicians and the programme before sending invitations, then close registrations about 5–7 days before the concert.
How many chairs do I need for a Christmas concert?: Prepare one chair per confirmed guest and add 5–10% spare capacity if the room allows it. Finalise the count after registrations close, while keeping separate space for musicians and music stands.
How early should musicians arrive for a Christmas concert?: Ask musicians to arrive at least 90 minutes before the audience for unloading, stage clearing, music-stand setup and a sound check. Allow extra time if the keyboard, speakers or microphones come from different locations.
How much food and drink should I prepare for a Christmas concert?: Base catering on the final registration count and dietary requirements collected during registration. For the first hour, plan roughly 2–3 drinks per guest, then add cake or other food according to the concert’s length and serving time.

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