How to organise a Christmas musical from first rehearsal to final show

A Christmas musical needs more than a script and a cast. Start by fixing the date, venue and performance times, then build the programme around the people, music and technical setup you actually have. Rehearsals should move from separate music, dance and game sessions to a full run-through without decorations. Leave enough time for costume fittings, prop checks, sound and lighting tests, because these are the details most often left until the final day.

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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
Set performance times
2 people
3
Reserve rehearsal space
4
Design invitations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Compile program
2 people
9
Select texts and music
3 people
10
Assign roles
3 people
11
Copy script
2 people
12
Copy sheet music
2 people
13
Plan rehearsals
2 people
14
Hold a game rehearsal
8 people
15
Hold music rehearsal
8 people
16
Hold dance rehearsal
8 people
17
Hold a run-through without decor
12 people
18
Record technical requirements
3 people
19
Reserve audio equipment
20
Reserve lighting equipment
21
Collect costumes
3 people
22
Try on costumes
4 people
23
Alter costumes
2 people
24
Make decor
5 people
25
Gather props
3 people
26
Label decor and props
2 people
27
Confirm technical support and catering
2 people
28
Do the shopping
3 people
29
Print programs
2 people
30
Make name badges
2 people
31
Prepare public registration
2 people
32
Distribute final schedule
2 people

Event

33
Open venue
2 people
34
Unload equipment
4 people
35
Build the stage and playing area
6 people
36
Set up decor
5 people
37
Set up props
3 people
38
Set up audience seating
5 people
39
Set up the entrance and coat check
3 people
40
Hang decorations
4 people
41
Connect the lighting
2 people
42
Connect sound
3 people
43
Test microphones
3 people
44
Test lighting settings
2 people
45
Set up the catering area
3 people
46
Prepare coffee and tea
2 people
47
Chill drinks
2 people
48
Set out snacks
3 people
49
Lay out costumes
3 people
50
Set out makeup and face paint
2 people
51
Welcome performers
2 people
52
Hold technical rehearsal
12 people
53
Have performers get face paint
3 people
54
Welcome the audience
4 people
55
Hand out programs
2 people
56
Staff the cloakroom
2 people
57
Serve coffee and tea
3 people
58
Perform the show
14 people
59
Refill drinks
2 people
60
Serve break snacks
3 people
61
Guide the audience out on departure
3 people
62
Manage coat check
2 people
63
Talk with the performers and get changed
3 people

Aftercare

64
Switch off equipment
3 people
65
Dismantle the decor
5 people
66
Pack props
3 people
67
Put chairs and tables back
5 people
68
Wash dishes
3 people
69
Clean up catering
3 people
70
Collect waste
3 people
71
Check toilets
2 people
72
Clean the venue
5 people
73
Collect costumes
3 people
74
Wash costumes
2 people
75
Sort borrowed materials
2 people
76
Return borrowed materials
2 people
77
Store leftover groceries
2 people
78
Store programs and decor
2 people

What to bring

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

Furniture

Audience chairsqty 170
Tablesqty 12
Folding chairs backstageqty 20
Coat racksqty 3
Clothes hangersqty 180
Changing room screensqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 6
Microphone standsqty 4
DI boxesqty 2
Music player
Headphonesqty 2
Extension cordsqty 8
Power stripsqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Lightboard
Work lightsqty 4

Decorations

Christmas treeqty 2
Christmas light stringsqty 8
Christmas baublesqty 80
Christmas wreathsqty 4
Christmas table runnersqty 12
Decorative gift boxesqty 12
White and red decoration fabricqty 20
Paper snowflakesqty 40
Poinsettiasqty 12
Gaffer tapeqty 6
Tie wireqty 3
Cable tiesqty 100
Cardboard set panelsqty 10
Wooden decorative slatsqty 12
Backdrop clothqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Dessert platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Corkscrewsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Coolersqty 4
Ice cube traysqty 4
Aluminum foilqty 2
Cling filmqty 2
Napkin holdersqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Hand brushes and dustpanqty 3
Cleaning clothsqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Set the performance times before sending invitations, and allow time before each show for costume changes, audience seating and a technical check. If you plan more than one performance, decide the gap between them at the same time.
Choose the texts and music before assigning roles, then make enough script and sheet-music copies for every performer and the rehearsal leaders. Keep one clearly marked master copy for last-minute changes.
Plan rehearsals in stages: separate music, dance and game rehearsals first, followed by a complete run-through without decor. Schedule the first full run early enough to fix timing, entrances and missed cues.
Arrange costume collection and try-ons before the final week. Alterations, changing-room screens, clothes hangers and backstage folding chairs are easy to overlook when the focus is on the performance itself.
Record the technical requirements during a rehearsal, not on show day. Check active speakers, mixer, wireless microphones, DI boxes, LED spotlights, light stands, the lightboard, extension cords and power strips together in the venue.

Frequently asked questions

How far in advance should I organise a Christmas musical?: Start at least 8 to 12 weeks before the performance. Fix the date and location first, then reserve rehearsal space, choose the programme and allow several weeks for rehearsals, costumes and technical preparation.
How many rehearsals does a Christmas musical need?: Plan at least 6 to 8 rehearsals, including separate music, dance and game rehearsals plus one full run-through. Add another rehearsal if costumes, scene changes or live sound are new to the group.
When should I send invitations for a Christmas musical?: Send invitations 3 to 4 weeks before the performance, after the date, location and performance times are confirmed. Ask for registrations and dietary requirements at the same time so you can prepare the audience area and any refreshments.
When should costumes and decorations be ready?: Have costumes collected and tried on at least 10 to 14 days before the show, with alterations finished one week beforehand. Prepare the Christmas tree, lights, wreaths, fabric, paper snowflakes and props before the final technical rehearsal.

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