How to organise a Christmas concert

A Christmas concert involves more than booking performers and printing a programme. Start by fixing the date and venue, then build the programme around the available musicians, permissions and technical needs. Registrations, dietary requirements, volunteers and catering need firm deadlines because they affect seating and quantities. In the final week, check every microphone, music stand, chair, cable and serving item, and give performers a concise briefing before they 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
Confirm date and location
2 people
2
Finalize the concert program
3 people
3
Book performers and musicians
2 people
4
Collect repertoire and texts
2 people
5
Arrange permits and notifications
6
Check insurance
7
Send invitations
2 people
8
Open online registrations
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Create volunteer schedule
2 people
13
Book catering
14
Reserve equipment
15
Reserve chairs and tables
16
Create technical run sheet
2 people
17
Create the site map and walking routes
2 people
18
Print the program
2 people
19
Make name badges
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Pick up drinks and chilled products
2 people
23
Prepare catering
3 people
24
Check equipment and materials
2 people
25
Send artist briefing

Event

26
Open venue
2 people
27
Clear the loading zone
2 people
28
Set up chairs
4 people
29
Set up tables
3 people
30
Set up the stage
4 people
31
Set up the sound system
3 people
32
Install lighting
2 people
33
Hang Christmas decorations
3 people
34
Set up Christmas tree
2 people
35
Set up instruments
3 people
36
Perform sound check
3 people
37
Perform a lighting check
2 people
38
Welcome performers
2 people
39
Set up changing rooms
2 people
40
Set up the registration desk
2 people
41
Set out coffee and tea
3 people
42
Arrange snacks on platters
3 people
43
Welcome visitors
4 people
44
Hand out programs
2 people
45
Register donations
2 people
46
Serve break drinks
4 people
47
Serve break snacks
4 people
48
Refill drinks
2 people
49
Collect tableware
2 people
50
Assist performers
51
Coordinate stage changes
2 people
52
Answer audience questions
2 people
53
Give the final thank-you speech
54
Guide the exit
3 people
55
Collect lost and found items

Aftercare

56
Switch off equipment
2 people
57
Pack instruments
3 people
58
Remove decorations
3 people
59
Clear away chairs and tables
4 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean the restrooms
2 people
63
Clean the room
4 people
64
Return borrowed materials
2 people
65
Distribute leftover food
2 people
66
Transfer the donation proceeds
67
Send thank-you messages
2 people
68
Check and pay invoices
69
Share photos with participants

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Dressing room tablesqty 2
Changing room chairsqty 8
Stage sectionsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Glassesqty 140
Platesqty 140
Pastry forksqty 140
Coffee spoonsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Teapotsqty 4

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
Music standsqty 12
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 50
Laptop
Music player

Lighting

Stage lightsqty 6
Mood lightingqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 10
Christmas wreathsqty 4
Christmas tree stand
Nativity scene
Tableclothsqty 10
Christmas napkinsqty 160
Program standsqty 4

Kitchen

Hot drink urnsqty 6
Kettlesqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Serving plattersqty 12
Coolersqty 4
Thermo boxesqty 3
Aluminum foilqty 3
Cling filmqty 3
Cutting boardsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Trash bagsqty 40

Catering

Groceries

Tips

Set the date and venue before confirming performers, because the programme, permits, insurance and equipment all depend on those two decisions. Aim to have the core programme agreed at least 6–8 weeks before the concert.
Close registrations with enough time to plan seating and catering. A deadline 7–10 days before the event gives you time to process names, dietary requirements, badges and the final food order.
Create one technical run sheet showing microphones, stands, monitors, speakers, stage lights and power points in performance order. Schedule a full sound and equipment check at least 2 hours before the audience enters.
Treat volunteers as a scheduled team rather than a last-minute call for help. Assign arrival, welcome, seating, backstage and catering duties, and send the rota at least 5 days beforehand.
Do the final shopping and collection of drinks and chilled products no earlier than 24 hours before the concert. Keep a separate check of coffee cups, glasses, plates, serving utensils and extension cables so small shortages do not appear during setup.

Frequently asked questions

How far in advance should you plan a Christmas concert?: Allow at least 8–12 weeks for a small concert and longer if you need permits, several performers or a large registration list. Fix the date and venue first, then confirm the programme and technical requirements within the first 1–2 weeks.
When should concert registrations close?: Close online registrations 7–10 days before the concert. That leaves enough time to process the list, collect dietary requirements, prepare name badges, arrange seating and confirm catering quantities.
How early should performers arrive for a Christmas concert?: Ask performers to arrive at least 2 hours before the audience for setup, sound checks and a short briefing. Allow additional time if the concert uses several microphones, stage monitors, music stands or lighting setups.
How much catering should I order for a Christmas concert?: Base the order on the confirmed registration list, then add a small buffer of about 5–10% for late changes and volunteers. Confirm dietary requirements 7–10 days beforehand and collect chilled products within 24 hours of serving.

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.