How to organise a live nativity scene

A live nativity scene needs more than costumes and a stable backdrop. Start by confirming the date and site, then secure animal permissions, a caretaker and suitable enclosure equipment before inviting visitors. Build the cast, volunteer rota and visitor route around the Christmas story, leaving time for a site inspection and lighting test. On the day, prepare warm drinks, snacks, costumes and animal bedding before the first visitors arrive.

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
Arrange animal permissions
3
Arrange an animal caretaker
4
Reserve Animals
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Create the program
2 people
10
Create the cast list for the Christmas story
2 people
11
Set the route for visitors
2 people
12
Check parking and walking routes
2 people
13
Test the lighting
2 people
14
Check the weather forecast
15
Do the shopping
3 people
16
Collect materials
3 people
17
Check Christmas decorations
2 people
18
Lay out costumes
2 people
19
Prepare snacks
3 people
20
Prepare hot drinks
2 people
21
Prepare the animal enclosure
3 people
22
Lay stable bedding
3 people
23
Block off the stage and play area
2 people
24
Share team contact details
25
Inspect the site
3 people
26
Build party tents
4 people
27
Building the stable structure
5 people
28
Set Up Fences Around Animals
3 people
29
Set up tables and chairs
4 people
30
Hang lighting
3 people
31
Hang up decorations
3 people
32
Connect sound equipment
2 people
33
Set up the catering buffet
3 people
34
Chill drinks
2 people
35
Set out snacks
2 people
36
Distribute costumes
2 people
37
Acclimatize the animals
2 people
38
Brief volunteers
2 people
39
Set up signage
2 people

Event

40
Welcome visitors
3 people
41
Guide visitor flow
3 people
42
Tell the Christmas story
3 people
43
Guide children
3 people
44
Care for the animals
2 people
45
Monitor animal rest
2 people
46
Serve coffee and tea
3 people
47
Serve hot chocolate
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Keep buffet clean
2 people
51
Empty trash bins
2 people
52
Check the restroom area
53
Check the lighting
54
Supervise the photo corner
55
Play music
56
See off the last visitors
3 people

Aftercare

57
Bring the animals back
3 people
58
Fence off the animal enclosure
2 people
59
Clear away food and drinks
3 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Clean the stable
3 people
63
Clean the grounds
3 people
64
Wash dishes
3 people
65
Take down tents and fences
4 people
66
Clear tables and chairs
4 people
67
Take down lighting
2 people
68
Take down decorations
2 people
69
Pack away the sound equipment
2 people
70
Inventory materials
2 people
71
Wash costumes
2 people
72
Return borrowed items
2 people
73
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 40
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 2
Clothes racksqty 2

Animal enclosure

Wooden stall panelsqty 12
Animal fencingqty 10
Hay racksqty 3
Water tubsqty 4
Feed bowlsqty 4
Animal basketsqty 2
Hay balesqty 12
Tarpsqty 4
Wooden crib
Rope rollsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Coolersqty 4
Apronsqty 6

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 24

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Decorations

Christmas treesqty 2
Christmas baublesqty 40
Poinsettiasqty 8
Christmas wreathsqty 4
Burlap fabricqty 20
Wooden cratesqty 8
Christmas figuresqty 6
Wayfinding signsqty 10
Skewersqty 10
Costumesqty 12
Headscarvesqty 6
Capesqty 6
Christmas nativity backdrop

Cleaning

Waste binsqty 6
Bucketsqty 4
Broom setsqty 3
Mop setsqty 2
Hand brushesqty 3
Sink basinsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries

Tips

Secure animal permissions, a caretaker and the animals before sending invitations. Confirm who feeds, waters and monitors them throughout the event, rather than leaving care to whoever happens to be nearby.
Inspect the site at least one week before the performance. Walk the full visitor route, check parking and walking access, and decide where fencing, the stable, seating and coat storage will go.
Create the cast list and volunteer rota before publishing the programme. Give every role a named backup, especially for animal care, visitor direction, refreshments and managing the play area.
Test all lighting after dark, not just during setup. Check that the stage, animal enclosure and walking route are visible, and keep tarps available if rain is forecast.
Prepare refreshments and costumes before the event starts. Fill thermos flasks, set out cups and serving equipment, and lay out costumes so the cast is not searching for items while visitors arrive.

Frequently asked questions

How far in advance should I organise a live nativity scene?: Start at least 6 to 8 weeks ahead. Animal permissions, reservations, invitations, registrations and volunteer assignments usually take longer than the final decorations and refreshments.
How do you organise animals for a live nativity scene?: Arrange permission, an experienced animal caretaker and the animals before confirming the programme. Prepare a separate enclosure with fencing, bedding, hay racks, water tubs and feed bowls, and assign continuous supervision during visitor hours.
What should I check on the day of a live nativity scene?: Check the weather forecast, site access, lighting, animal enclosure, costumes and visitor route before opening. Finish the inspection at least 60 minutes before the first visitors so problems can be fixed without disrupting the performance.
How many volunteers do you need for a live nativity scene?: Plan for at least one volunteer each for animal care, visitor direction, refreshments and backstage or play-area supervision, plus the cast. Add a named backup for every essential role and increase the rota if visitors arrive in timed groups.

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.