How to organize a Christmas concert from start to finish

Organizing a Christmas concert works best when you fix the date and venue before building the programme. Then confirm the musicians, check repertoire and performance rights, and open registrations early enough to estimate attendance. In the final week, turn that estimate into a volunteer rota, visitor list, printed programmes and a practical refreshment plan. Most problems happen when equipment checks, dietary information or the entrance and cloakroom setup are left until the concert day.

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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
Compile program
2 people
3
Record the performing musicians
2 people
4
Check the repertoire and rights
2 people
5
Make reservations
6
Design invitations
7
Send invitations
2 people
8
Open registrations
9
Hang up promotion
2 people
10
Post the program online
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Print the visitor list
15
Print the program booklets
2 people
16
Prepare name badges
17
Do the shopping
2 people
18
Check the equipment
2 people
19
Check decorations
20
Chill drinks
2 people
21
Portion cookies and cake
2 people
22
Set up chairs
4 people
23
Set up tables
3 people
24
Set up the entrance
2 people
25
Set up the cloakroom
2 people
26
Set up the music room
4 people
27
Set up music stands
2 people
28
Connect sound
3 people
29
Connect lighting
2 people
30
Hang decorations
3 people
31
Set up Christmas tree
3 people
32
Set up the nativity scene
2 people
33
Set up catering table
2 people
34
Prepare coffee and tea
2 people
35
Set out snacks
2 people
36
Put out program brochures
2 people
37
Conduct the sound check
4 people

Event

38
Staff the ticket sales desk
2 people
39
Welcome visitors
4 people
40
Manage the cloakroom
2 people
41
Hand out program brochures
2 people
42
Open the concert
43
Provide stage support
2 people
44
Operate lighting
45
Operate sound system
2 people
46
Refill drinks
2 people
47
Serve coffee and tea
3 people
48
Serve snacks
3 people
49
Lead the break
3 people
50
Answer visitor questions
2 people
51
Close the concert
52
Manage coat check
2 people

Aftercare

53
Clean up catering
3 people
54
Wash dishes
3 people
55
Disconnect equipment
3 people
56
Remove decorations
3 people
57
Clear away chairs and tables
4 people
58
Collect waste
3 people
59
Clean the room
4 people
60
Clean the restrooms
2 people
61
Turn off lights
62
Lock up the venue
2 people
63
Store leftover stock
2 people
64
Return borrowed materials
2 people
65
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Foldable tablesqty 2
Coat racksqty 3
Coat hangersqty 120
Stoolsqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 120
Cake platesqty 120
Pastry forksqty 120
Coffee spoonsqty 120
Serving traysqty 12
Serving jugsqty 6
Thermos flasksqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Cake serversqty 3
Storage binsqty 12
Coolersqty 4

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Mixer
Amplifier
Music standsqty 12
Instrument cablesqty 12
DI boxesqty 3
Headphonesqty 2
Laptop
Spare batteriesqty 16
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cable tiesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Christmas light stringsqty 6
LED candlesqty 24

Decorations

Christmas tree
Christmas tree decorations
Nativity scene
Christmas wreathsqty 4
Pine branchesqty 12
Table runnersqty 8
Welcome sign
Program standsqty 4
Christmas ribbonqty 4

Cleaning

Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Start with the date, venue and programme before designing invitations. Confirm each performing musician and check the repertoire and rights before publishing what the audience will hear.
Open registrations as soon as the programme and venue are confirmed. Close or review them at least 3 days before the concert so you can print the visitor list and prepare name badges.
Assign volunteers with specific jobs and time slots, not just a general request for help. Have at least one person responsible for the entrance and cloakroom, and another for refreshments.
Test the full sound setup at the venue at least 1 day beforehand. Check the speakers, microphones, stands, mixer, amplifier, music stands and instrument cables together rather than separately.
Plan refreshments from the expected attendance and prepare them in portions before doors open. Chill drinks, set out cups and serving equipment, and keep dietary requirements with the registration information.

Frequently asked questions

How far in advance should I organize a Christmas concert?: Start planning at least 8 to 12 weeks ahead. The date, venue, musicians and programme should be settled before invitations and promotion go out.
When should Christmas concert registrations close?: Review registrations 3 to 5 days before the concert. That gives you time to process dietary requirements, assign volunteers, print the visitor list and prepare name badges.
How do I check sound equipment for a Christmas concert?: Run a complete sound check at the venue at least 1 day before the concert, using the microphones and instruments that will actually be used. Test cables, stands, mixer, amplifier and speakers as one system.
How much time is needed to set up a Christmas concert venue?: Allow at least 3 hours for chairs, tables, entrance, cloakroom, decorations, refreshments and sound equipment. Add another 30 minutes if the room layout or equipment is unfamiliar.

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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.