How to organise a Christmas concert without last-minute gaps

Organising a Christmas concert starts with the date, venue and programme—not the decorations. Confirm the musicians and choir early, then build the running order, check permits and insurance, and open registrations. In the final weeks, use the guest numbers to plan refreshments, print music and programmes, and assign crew roles. On the day, allow time to inspect exits, arrange the hall and foyer, test the sound system, and set up the stage before visitors arrive.

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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
Book musicians and choir
2 people
4
Determine repertoire and performance order
2 people
5
Check permits
6
Record insurance and contact details
7
Design invitations
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Send a reminder to visitors
12
Create the final visitor list
13
Calculate catering quantities
14
Check the shopping list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Fill coolers
2 people
18
Print sheet music and program booklets
2 people
19
Make crew name badges
20
Load equipment and instruments
3 people
21
Open venue
2 people
22
Check emergency exits
2 people
23
Inspect hall and foyer
2 people
24
Set up tables and chairs
4 people
25
Set up stage sections
4 people
26
Set up instruments
3 people
27
Connect the sound system
3 people
28
Set up microphones
2 people
29
Hang lighting
2 people
30
Hang Christmas decorations
3 people
31
Place information signs
2 people
32
Set up the catering buffet
3 people
33
Prepare coffee and tea
2 people
34
Set out snacks
3 people
35
Lay out program booklets
2 people
36
Perform the technical sound check
4 people
37
Have musicians warm up their voices
3 people
38
Give crew briefing
5 people

Event

39
Open the entrance and cloakroom
3 people
40
Welcome visitors
4 people
41
Distribute program
2 people
42
Serve coffee and tea
3 people
43
Give the opening speech
44
Guide the first concert segment
4 people
45
Refill drinks
2 people
46
Restock break buffet
3 people
47
Serve break drinks
3 people
48
Guide visitors back to the hall
2 people
49
Guide second concert part
4 people
50
Operate lighting settings during the concert
51
Operate the sound level during the concert
52
Lead Christmas sing-along
3 people
53
Give a thank-you speech
54
Serve the after-work drinks
3 people
55
Refill drinks
2 people
56
Staff cloakroom and exit
2 people
57
Wave goodbye to visitors
3 people

Aftercare

58
Clear away food and drinks
3 people
59
Wash dishes
3 people
60
Collect waste
2 people
61
Take down decorations
3 people
62
Dismantle the sound system
3 people
63
Pack instruments
3 people
64
Take down the stage and chairs
4 people
65
Clear tables and materials
4 people
66
Clean the hall and foyer
4 people
67
Clean the restrooms
2 people
68
Switch off equipment and power
2 people
69
Collect lost property
70
Lock up the venue
2 people
71
Return materials
2 people
72
Store or give away leftovers
2 people
73
Archive photos and files

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Coat racksqty 2
Stoolsqty 8
Stage sectionsqty 6

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Small bowlsqty 20
Buffet traysqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
Music standsqty 20
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 20
Christmas table runnersqty 12
LED candlesqty 40
Program standsqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the date and programme before booking performers. Once the choir, musicians and repertoire are confirmed, allow time for the performance order, rehearsal needs and printed sheet music.
Reserve the venue early and check it in person before concert day. Confirm access, emergency exits, stage sections, seating, coat racks, power points and space for the foyer service.
Send invitations with a clear registration deadline, then collect dietary requirements at the same time. Create the final visitor list several days before the concert so catering quantities and seating are based on real numbers.
Treat sound and lighting as a separate setup job. Test the mixer, speakers, microphones, stands, cables, DI boxes and LED spotlights before doors open, and secure loose cables with gaffer tape.
Prepare the welcome and refreshment area before the audience arrives. Chill drinks, fill coolers, set out coffee equipment and serving trays, and keep water, cups, plates and pastry forks ready for the interval or reception.

Frequently asked questions

How far in advance should I organise a Christmas concert?: Start at least 8 to 12 weeks before the concert. Set the date, reserve the venue and book the musicians or choir first; invitations can follow once the programme is sufficiently firm.
When should I send Christmas concert invitations?: Send invitations around 4 to 6 weeks before the event, with a registration deadline 7 to 10 days before the concert. Send a reminder about one week before doors open.
How much food and drink do I need for a Christmas concert?: Base quantities on the final visitor list, not the number invited. For a one-hour reception, plan roughly 2 to 3 drinks per person, then add coffee, tea, water and pastries according to the expected audience and dietary requirements.
When should I set up the sound system for a Christmas concert?: Load equipment and instruments before opening the venue, then allow at least 2 hours for stage, sound and lighting setup. Finish a full microphone and speaker test before the audience enters.

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.