How to organise a Christmas performance

A Christmas performance needs more than a booking and a festive programme. Start by confirming the date, venue and performance, then build the guest list, catering and running order around those fixed points. Allow time for dietary requirements, accessible seating, transport and reserve places before invitations go out. In the final week, check the sound setup, printed materials, volunteers, decorations and safety arrangements together rather than treating them as separate last-minute jobs.

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
Confirm date and location
2 people
2
Reserve the Performance
3
Draft invitations
2 people
4
Send invitations
2 people
5
Register sign-ups
6
Collect dietary requirements
7
Inventory transport needs
2 people
8
Keep track of reserve spots
9
Finalize the program
2 people
10
Print programs
2 people
11
Prepare name badges
2 people
12
Confirm contact with artists
13
Gather music files
14
Print presentation texts
15
Order catering
16
Arrange transportation for guests
2 people
17
Assign volunteers
2 people
18
Check accessibility
2 people
19
Check escape routes
2 people
20
Check first aid supplies
21
Test the equipment
2 people
22
Buy spare batteries
23
Check decorations
2 people
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Store chilled products
2 people
27
Work out table arrangement
2 people
28
Set out the gifts
2 people
29
Prepare presentation table
2 people
30
Process final registrations
31
Print the visitor list

Event

32
Open venue
2 people
33
Check the Venue
2 people
34
Set up chairs
4 people
35
Set up tables
3 people
36
Set up the equipment
3 people
37
Check the lighting and power
2 people
38
Hang decorations
3 people
39
Decorate the Christmas tree
2 people
40
Set up the registration desk
2 people
41
Set up the cloakroom
2 people
42
Set up coffee station
3 people
43
Set up buffet tables
3 people
44
Chill drinks
2 people
45
Prepare snacks
4 people
46
Set aside special diet meals
2 people
47
Welcome performers
2 people
48
Set up artist room
2 people
49
Perform sound check
3 people
50
Brief reception team
2 people
51
Welcome guests
4 people
52
Take coats
2 people
53
Serve coffee and tea
3 people
54
Hand out programs
2 people
55
Escort guests to their seats
3 people
56
Assist at the Christmas Performance
4 people
57
Serve break drinks
4 people
58
Refill drinks
2 people
59
Refill snacks
2 people
60
Guide break visitors
3 people
61
Assist with the second performance
4 people
62
Guide the farewell moment
3 people
63
Handing out gifts
3 people
64
Guide guests to the exit
3 people
65
Return coats
2 people
66
Store leftovers safely
2 people
67
Switch off equipment
2 people

Aftercare

68
Collect tableware
3 people
69
Clear buffet
3 people
70
Collect waste
3 people
71
Take down tables
3 people
72
Clear away chairs
4 people
73
Dismantle the technical setup
3 people
74
Remove decorations
3 people
75
Wash dishes
3 people
76
Clean the room
4 people
77
Check toilets
78
Collect lost and found items
79
Lock up the venue
2 people
80
Return materials
2 people
81
Process leftover catering
2 people
82
Dispose of waste
2 people
83
Return lost property

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Buffet tablesqty 4
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 8
Scissorsqty 4
Cutting boardsqty 4
Knives for prepqty 4
Small bowlsqty 20
Serving spoonsqty 8
Coolersqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Lighting

LED light stringsqty 6
Standing lampsqty 4

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 12
Tableclothsqty 12
Napkin holdersqty 12
Name badgesqty 90
Programsqty 100
Gift bagsqty 90
Wrapping ribbonqty 4
Tapeqty 6
Double-sided tapeqty 4
Painter's tapeqty 4

Catering

Groceries

Tips

Set the date, location and performance first, then send invitations only after you know how many places are available. Keep a reserve list from the start so cancellations can be filled without redoing the seating plan.
Collect sign-ups and dietary requirements at the same time, ideally with a closing date at least 10 days before the performance. This gives the caterer time to confirm portions and gives you time to arrange suitable alternatives.
Create the programme before printing anything. Gather music files, presentation texts and artist contact details at least one week beforehand, then print programmes and name badges only after the running order is final.
Test microphones, stands, speakers, mixer, laptop, cables and extension cords in the actual room two to three days before the event. Keep spare batteries ready; a sound problem during the performance is harder to fix than a missing decoration.
Assign volunteers to specific jobs and shifts, including guest transport, accessibility, catering and room checks. Complete escape-route, first-aid and equipment checks before guests arrive, and leave at least 30 minutes for setup and a short sound check.

Frequently asked questions

How early should I start planning a Christmas performance?: Start at least 8 to 10 weeks before the performance. Confirm the date, venue and artists first, then allow time for invitations, sign-ups, catering, transport and equipment testing.
When should Christmas performance invitations be sent?: Send invitations around 6 weeks before the event, with an RSVP deadline 2 to 3 weeks before it. Keep reserve places available so late cancellations do not leave empty seats.
How much catering do I need for a Christmas performance?: Base the order on confirmed guests and their dietary requirements, then add about 5 to 10% extra portions where practical. Finalise the numbers at least 7 days before the performance so serving equipment and table space can be checked.
When should I test the sound equipment for a Christmas performance?: Run a full test in the venue 2 to 3 days beforehand, including microphones, speakers, mixer, laptop and every cable. Repeat a short sound check at least 30 minutes before guests arrive.

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.