How to organize a Christmas concert from first plan to final encore

A Christmas concert needs more than a programme and a choir. Start by fixing the date, repertoire and performers, then work outward to the venue, rehearsals, audience logistics and technical setup. Written confirmations, an early equipment check and a realistic volunteer plan prevent most last-minute problems. Use the final week for printed materials, dietary details, seating, coats and stage access rather than trying to solve the whole event at once.

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
Set the date and program
2 people
2
Confirm artists and conductor
2 people
3
Schedule rehearsals
2 people
4
Reserve the venue and hall
2 people
5
Confirm reservation in writing
6
Check permits and notifications
2 people
7
Check insurance
8
Design invitations
2 people
9
Send invitations
2 people
10
Publish concert online
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Confirm guest reservations
15
Print program and texts
2 people
16
Prepare name badges
17
Send artist information
18
Collect music scores
2 people
19
Check sheet music
2 people
20
Create lighting plan
2 people
21
Create sound plan
2 people
22
Reserve equipment
23
Book catering
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Collect materials
3 people
27
Transport instruments
4 people
28
Open hall
2 people
29
Clear emergency exits
2 people
30
Check the hall and restrooms
2 people
31
Set up tables
3 people
32
Set up chairs
4 people
33
Clear the stage area
3 people
34
Hang Christmas decorations
3 people
35
Set up Christmas tree
2 people
36
Add light decorations
2 people
37
Set up the sound system
3 people
38
Connect microphones
2 people
39
Set up lighting
3 people
40
Set up instruments
4 people
41
Prepare sheet music
2 people
42
Set up the catering area
3 people
43
Chill drinks
2 people
44
Prepare coffee and tea
2 people
45
Prepare snacks
3 people
46
Place programs
2 people
47
Set up the entrance and coat check
2 people
48
Perform the technical sound check
3 people
49
Run general rehearsal
8 people

Event

50
Open reception for attendees
3 people
51
Check tickets and reservations
2 people
52
Hand out programs
2 people
53
Staff the cloakroom
2 people
54
Guide audience to their seats
3 people
55
Welcome performers
2 people
56
Open the concert
57
Coordinate music performances
4 people
58
Operate microphones
59
Operate lighting
60
Announce break
61
Serve coffee and tea
4 people
62
Serve snacks
3 people
63
Refill drinks
2 people
64
Collect used dishes
2 people
65
Guide the audience back to the hall
2 people
66
Guide second concert part
4 people
67
Deliver the closing speech
68
See the audience out
3 people
69
Lock the cloakroom
2 people

Aftercare

70
Store instruments safely
4 people
71
Take down the sound system
3 people
72
Dismantle the lighting setup
3 people
73
Remove decorations
3 people
74
Put furniture back
4 people
75
Wash dishes
3 people
76
Clean the kitchen
2 people
77
Clean the room
4 people
78
Clean the restrooms
2 people
79
Collect waste
3 people
80
Dispose of waste
2 people
81
Collect lost and found items
82
Inventory materials
2 people
83
Return borrowed materials
3 people
84
Return technical equipment
2 people
85
Lock up the venue
2 people
86
Return keys

What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 160

Tableware

Coffee cupsqty 140
Glassesqty 180
Platesqty 160
Forksqty 160
Spoonsqty 160
Knivesqty 160
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 35
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Cable tiesqty 100
DI boxesqty 2

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 3

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Christmas wreathsqty 4
Table décorqty 12
Electric candlesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Serving traysqty 8
Tea towelsqty 12
Oven mittsqty 4

Cleaning

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

Catering

Groceries

Tips

Set the date and programme before inviting anyone, then confirm the artists and conductor in writing. Build rehearsal dates around their availability and leave time for a full run-through in the actual hall.
Reserve the venue early and confirm the booking, access times and permitted setup in writing. Check permits, notifications and insurance before publishing the concert online, because these can take longer than expected.
Treat sound and lighting as separate plans. Test the speakers, mixer, microphones, stands, music stands, extension cords and cable routes in the venue before the concert day, not during the audience arrival window.
Close audience administration at least 7 days before the concert. Process registrations, confirm reservations, collect dietary requirements and prepare name badges so catering and seating are based on final numbers.
Print the programme and texts only after the music and running order are settled. Arrange chairs, tables, coat racks and hangers during setup, and put Christmas decorations and serving equipment in place before the soundcheck begins.

Frequently asked questions

How far in advance should I organize a Christmas concert?: Start the main planning 3 to 6 months before the concert. Fix the date and programme first, then secure the artists, conductor and venue before sending invitations.
When should Christmas concert rehearsals start?: Schedule the first rehearsal as soon as the artists and conductor are confirmed, usually 6 to 10 weeks before the concert. Keep a final full rehearsal in the venue during the last 7 days.
How many drinks should I plan for a Christmas concert?: For a reception of about 1 hour, plan 2 to 3 drinks per guest, plus water and hot drinks. Finalize the quantity after registrations close, ideally 7 days before the event.
When should I test the sound equipment for a Christmas concert?: Test the complete setup at least 1 week in advance if possible, including microphones, speakers, mixer, stands and power connections. Repeat a short soundcheck on the concert day before doors open.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!