How to organise a Christmas performance

Start by fixing the date, venue and shape of the show before you invite anyone. A Christmas performance usually combines a programme, performers, rehearsals, audience seating, costumes, props, sound, lighting and refreshments, so late changes quickly affect several teams. Work backwards from the performance date: confirm the programme, open registrations, then lock the cast, technical plan and catering numbers. Use the final visitor list to prepare tickets, printed programmes, seating and dietary details.

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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
Set the show program
2 people
3
Design invitations
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update visitor list
8
Confirm reservations
9
Print the program
10
Print admission tickets
11
Create staff instructions
12
Create cast list for the show
2 people
13
Confirm the rehearsal schedule
14
Check decorations
2 people
15
Check costumes
2 people
16
Sort props
2 people
17
Gather music files
18
Develop lighting plan
2 people
19
Develop the sound plan
2 people
20
Calculate catering quantities
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Prepare decorations
3 people
24
Prepare snacks
4 people
25
Chill drinks
2 people
26
Pick up venue keys
27
Check rooms
2 people
28
Clear the entrance
2 people
29
Set up chairs
4 people
30
Set up tables
3 people
31
Set up stage area
4 people
32
Set up set pieces
4 people
33
Hang decorations
3 people
34
Set up lighting equipment
2 people
35
Set up sound equipment
2 people
36
Connect the technical equipment
2 people
37
Test the lights and sound
3 people
38
Lay out costumes
2 people
39
Set up props
2 people
40
Set up the catering buffet
4 people
41
Prepare coffee and tea
2 people
42
Set out snacks
3 people
43
Set up the registration desk
2 people
44
Brief staff
2 people

Event

45
Open the doors
3 people
46
Welcome visitors
4 people
47
Check tickets
2 people
48
Manage the cloakroom
2 people
49
Distribute program
2 people
50
Assist the performance
4 people
51
Operate lighting during the show
52
Operate the sound during the performance
53
Announce break
54
Serve snacks
4 people
55
Serve coffee and tea
3 people
56
Refill drinks
2 people
57
Assist with the second performance
4 people
58
Guide visitors to the exit
3 people
59
Set up evening program
3 people
60
Serve evening catering
5 people
61
Refill drinks
2 people
62
Guide the evening performance
4 people
63
See off the last visitors
3 people

Aftercare

64
Clean up catering
4 people
65
Wash dishes
3 people
66
Remove decorations
3 people
67
Dismantle set pieces
4 people
68
Switch off the equipment
2 people
69
Pack equipment
3 people
70
Collect waste
3 people
71
Clean the room
4 people
72
Clean the restrooms
2 people
73
Clear away chairs and tables
4 people
74
Clear the cloakroom
2 people
75
Collect lost and found items
2 people
76
Count inventory
2 people
77
Return materials
2 people
78
Return venue keys
79
Collect invoices

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Lectern

Tableware

Dinner platesqty 130
Pastry platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 100
Coffee spoonsqty 130
Forksqty 130
Knivesqty 130
Serving spoonsqty 12
Serving boardsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Coolersqty 4
Serving traysqty 10
Buffet platesqty 8
Corkscrewsqty 3
Bottle openersqty 3
Groceries

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Laptop
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 12
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Christmas tree skirtsqty 2
Tableclothsqty 12
Napkin ringsqty 120
Name card holdersqty 120
Theater curtainsqty 2
Decorative gift boxesqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Vacuum cleanerqty 2
Cleaning glovesqty 8
Waste binsqty 10
Toilet brushesqty 4

Theater

Costume racksqty 4
Clothing coversqty 30
Prop tablesqty 4
Storage cratesqty 12
Director's clapperboardqty 2
Tapeqty 8
Safety pinsqty 2
Hand mirrorsqty 4

Tips

Set the programme before designing invitations. Include the running order, approximate start and finish times, interval details and any audience participation so guests know what they are registering for.
Close registrations at least 7 days before the performance, then update the visitor list and confirm reservations. Use the final count to calculate chairs, programmes, admission tickets, food, drinks and tableware instead of relying on estimates.
Confirm the rehearsal schedule and cast list no later than 2 weeks before the show. Check costumes and props during the same review; replacing a missing costume piece or prop on the performance day is much harder.
Test the sound and lighting plan in the actual room at least 3 days beforehand. Check wireless microphones, stands, mixer, speakers, music files and stage sections, then write staff instructions for setup and cues.
Prepare decorations, snacks and chilled drinks on the day, but complete shopping and most decoration work 1 day earlier. Keep coffee, hot water, food warmers and serving equipment separate from the performance area so refreshments do not delay the programme.

Frequently asked questions

How far in advance should I plan a Christmas performance?: Start at least 6 to 8 weeks before the performance. Confirm the date, venue and programme first, then allow time for invitations, registrations, rehearsals, technical planning, costumes, props and catering.
When should I send invitations for a Christmas performance?: Send them about 4 weeks before the event and set a registration deadline 7 days before the performance. This leaves enough time to update the visitor list, confirm reservations and print tickets and programmes.
When should the final rehearsal take place?: Schedule the final full rehearsal 2 to 3 days before the performance, preferably in the event space. Run the programme with the planned music, microphones, stage setup, lighting cues, costumes and props.
How much food and drink do I need for a Christmas performance?: Calculate quantities from the confirmed visitor list after registrations close, including performers and staff if they will eat or drink. For drinks, plan roughly 2 to 3 servings per person during the first hour, then adjust for the programme length and whether refreshments are served before, during or after the show.

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