How to organise a Christmas performance

A Christmas performance is easiest to organise when you fix the date and room before building the programme. Then assign roles, choose music and texts, and work backwards from a final rehearsal. Audience arrangements, costumes, sound equipment and refreshments need separate checks; leaving them until performance week creates avoidable problems. Use the plan below to keep registrations, rehearsals, front-of-house tasks and the Christmas setting moving in the right order.

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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
Reserve a room
2
Set the performance date
2 people
3
Compile program
2 people
4
Assign students to roles
3 people
5
Select music and texts
2 people
6
Create rehearsal schedule
2 people
7
Design invitations
2 people
8
Send invitations
2 people
9
Open registrations
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Set out admission tickets
2 people
14
Set up audience seating
2 people
15
Share parking information
16
Hold final rehearsal
8 people
17
Check texts and music
2 people
18
Try on costumes
4 people
19
Label costumes
3 people
20
Make decorative elements
5 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Store non-perishable groceries
2 people
24
Keep fresh produce cool
2 people
25
Lay out costumes
3 people
26
Print texts
2 people
27
Prepare name badges
2 people
28
Check the venue
2 people
29
Ventilate the hall
2 people
30
Set up tables
4 people
31
Set up chairs
5 people
32
Keep walkways clear
2 people
33
Hang decorations
4 people
34
Set up Christmas tree
3 people
35
Hang lights
3 people
36
Set up decor
5 people
37
Set up the backdrop
3 people
38
Connect sound equipment
3 people
39
Test microphones
2 people
40
Test music playback
2 people
41
Test the lighting
2 people
42
Set up the catering table
3 people
43
Prepare coffee and tea
3 people
44
Set out snacks
4 people
45
Chill drinks
2 people
46
Set up the reception desk
2 people
47
Lay out the programs
2 people
48
Set up the costume room
3 people

Event

49
Welcome performers
3 people
50
Welcome the audience
4 people
51
Check tickets
3 people
52
Hand out programs
2 people
53
Staff the cloakroom
2 people
54
Serve coffee and tea
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Guide latecomers
2 people
58
Escort audience to the hall
3 people
59
Present performance
2 people
60
Carry out set changes
4 people
61
Operate music and microphones
2 people
62
Take care of the break
4 people
63
Guide the audience to the exit
3 people
64
Collect lost property
65
See off guests
3 people

Aftercare

66
Turn off the sound equipment
2 people
67
Take down the décor
5 people
68
Remove decorations
4 people
69
Take down Christmas tree
3 people
70
Put furniture back
5 people
71
Wash dishes
3 people
72
Clean up catering
3 people
73
Collect waste
3 people
74
Clean the room
4 people
75
Check toilets
2 people
76
Collect costumes
3 people
77
Wash costumes
2 people
78
Store costumes
2 people
79
Return equipment
2 people
80
Store leftover materials
2 people
81
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 190
Clothes racksqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Cake platesqty 200
Cutlery setsqty 200
Serving plattersqty 12
Serving spoonsqty 8
Cake scissorsqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Nativity scene
Decorative starsqty 20
Backdrop clothqty 2
Christmas table runnersqty 8
Presentation boardqty 2
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Extension cordsqty 8
Power stripsqty 6

Equipment

Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Music player
Laptop
Spare batteriesqty 12
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Can openersqty 2
Ice packsqty 12
traysqty 6
Storage binsqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries

Tips

Set the date and reserve the room before inviting performers or audience members. Allow enough time for seating, costume changes, sound checks and clearing the room afterwards, not just the length of the show.
Build the programme around the performers you actually have. Assign students to roles early, then schedule rehearsals with a final full run-through that includes entrances, texts, music, microphones and costume changes.
Open registrations with a clear closing date and record dietary requirements as replies arrive. This gives you a reliable headcount for chairs, admission tickets, drinks, cake portions and serving equipment instead of guessing during the final week.
Check sound and power before decorating. Test the speakers, wireless microphones, microphone stands and audio mixer in the performance room, and check extension cords and power strips before the audience arrives.
Prepare costumes and food on different timelines. Label costumes and lay them out before the final rehearsal; store non-perishable groceries separately and keep fresh produce cool so refreshments are ready without competing with the performance setup.

Frequently asked questions

How far in advance should I organise a Christmas performance?: Fix the date and reserve the room at least 8 to 12 weeks ahead. Aim to open registrations and send invitations around 4 to 6 weeks before the performance, once the basic programme and roles are clear.
How many rehearsals do you need for a Christmas performance?: Plan at least 3 to 5 rehearsals, including one final full rehearsal. Schedule the last complete run-through 3 to 7 days before the performance so there is still time to correct texts, music, costumes or sound problems.
When should invitations for a Christmas performance be sent?: Send invitations 4 to 6 weeks before the event and set a response deadline about 10 to 14 days before it. That leaves time to process registrations, collect dietary requirements and finalise seating and refreshments.
What should I check on the day of a Christmas performance?: Allow 2 to 3 hours before the audience arrives for seating, decorations, costumes, sound and lighting checks. Test every microphone and speaker, confirm the programme, lay out costumes and keep food and drinks separate from the performance area.

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.