How to organise a Christmas show

Start by fixing the date, venue and running order before you invite anyone. A Christmas show combines performances, volunteers, food, audience seating and audio-visual equipment, so small delays can quickly affect the whole programme. Confirm performers and performance times early, then use registrations to plan seating, catering and dietary requirements. In the final week, print the run sheet, check every room and test microphones, music, presentations, lighting and projection before guests 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
Record the schedule and performances
2 people
3
Confirm performers and volunteers
2 people
4
Make reservations
5
Draft invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Confirm performance times
2 people
10
Print the run sheet
11
Make name badges
2 people
12
Place catering order
13
Test the equipment
2 people
14
Check decorations
2 people
15
Do the shopping
3 people
16
Store chilled products
2 people
17
Lay out the programs
2 people
18
Open venue
2 people
19
Check rooms
2 people
20
Set out furniture
4 people
21
Set up the stage
4 people
22
Connect sound equipment
3 people
23
Connect lighting equipment
2 people
24
Test microphones
2 people
25
Test music and presentations
2 people
26
Set up Christmas tree
2 people
27
Hang decorations
4 people
28
Hang lights
3 people
29
Set up the cloakroom
2 people
30
Set up the registration desk
2 people
31
Set up catering
4 people
32
Prepare coffee and tea
2 people
33
Prepare snacks
4 people
34
Welcome performers
2 people
35
Give the artist briefing
2 people
36
Conduct the final room check
3 people

Event

37
Welcome visitors
4 people
38
Staff the cloakroom
2 people
39
Hand out programs
2 people
40
Serve coffee and tea
3 people
41
Deliver the opening presentation
2 people
42
Guide the first show block
3 people
43
Serve snacks
4 people
44
Refill drinks
2 people
45
Announce break
46
Change performers
3 people
47
Assist the Second Show Block
3 people
48
Serve hot drinks
3 people
49
Set up the dinner buffet
4 people
50
Refill the dinner buffet
3 people
51
Support the third show segment
3 people
52
Guide the photo moment
2 people
53
Announce the final
54
Lead the final
4 people
55
Deliver farewell speech
56
See visitors out
4 people
57
Handle the cloakroom
2 people
58
Carry out the final check
2 people

Aftercare

59
Clear catering
4 people
60
Wash dishes
3 people
61
Collect waste
3 people
62
Take down the decorations
4 people
63
Tear down audio equipment
3 people
64
Take down lighting equipment
2 people
65
Tear down stage
4 people
66
Put furniture back
4 people
67
Clean the room
4 people
68
Clean the restrooms
2 people
69
Check borrowed materials
2 people
70
Return materials
2 people
71
Collect lost and found items

What to bring

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

Furniture

Chairsqty 120
Tablesqty 14
Buffet tablesqty 4
Reception table
Coat racksqty 3
Stage elementsqty 8
Bar stoolsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 130
Dinner layoutqty 130
Serving spoonsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Walkie-talkiesqty 6
Spare batteriesqty 24
Gaffer tapeqty 6
Toolboxesqty 2
Spare cablesqty 10

Lighting

LED spotlightsqty 6
String lightsqty 10
Battery lanternsqty 8

Decorations

Christmas tree
Christmas baublesqty 80
Peak
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Table runnersqty 14
Christmas table decorationqty 14
Photo backdrop
Gift boxesqty 12
Table numbersqty 14
Name badgesqty 120
Program leafletsqty 130
Gift tagsqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Food warmersqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Ice cube traysqty 4

Catering

Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand broomsqty 3

Safety

First aid kitsqty 2
Non-slip matsqty 8
Cable markersqty 24

Tips

Build the running order around confirmed performance times, and print copies for the reception table, stage team and sound operator. Keep one spare copy with the organiser in case the programme changes.
Set a registration deadline at least 7 days before the show. Use the final numbers to place the catering order and collect dietary requirements instead of guessing how many dinner plates, dessert plates and coffee cups you need.
Test the full technical setup before the event day: speakers, mixer, wireless microphones, laptop, projector and screen. Test the actual presentations and music, not just whether the equipment switches on.
Open the venue early enough to check rooms, set out chairs and tables, build the stage, and connect lighting. Allow at least 60 minutes for a second microphone or cable problem, especially when extension cords and power strips are needed.
Keep chilled products refrigerated until service and finish the room setup before performers arrive. Put programmes, name badges and coats’ storage in place early so registration does not compete with stage preparations.

Frequently asked questions

How far in advance should I plan a Christmas show?: Confirm the date, venue and main performers at least 6 to 8 weeks ahead. Send invitations once the schedule is stable, then close registrations about 7 days before the show so catering and seating can be finalised.
When should I confirm Christmas show performance times?: Confirm each performance time no later than 2 weeks before the event. Print the final run sheet during the last week, and keep one updated copy at the stage and one at the reception table.
How long before a Christmas show should I test the equipment?: Do a complete equipment test at least 1 day before the show, including microphones, music, presentations, speakers, lighting and projection. On the event day, repeat a shorter sound and picture check before guests enter.
How early should I open the venue for a Christmas show?: Open the venue at least 2 hours before the first guest arrives when you need to set up furniture, stage elements, decorations and AV equipment. Reserve the final 30 to 60 minutes for microphone, music and presentation checks.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.