How to organize a Christmas game from first plan to final scene

A Christmas game needs more than a script and a few festive props. Start by fixing the date, venue and game schedule, then build the player list, volunteer roster and registration process around them. After that, confirm costumes, music, decorations, catering and technical equipment in separate checks. The tasks below give you the full running order, while these notes highlight the decisions and deadlines that are easiest to miss.

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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
Record the Christmas game schedule
2 people
3
Send invitations
2 people
4
Open the registration form
5
Process registrations
2 people
6
Collect dietary requirements
7
Assign volunteers
2 people
8
Create roster with players
2 people
9
Provide scripts to players
10
Select music for the game
2 people
11
Confirm venue reservation
12
Confirm seat reservations
13
Test the equipment
2 people
14
Develop the decor design
2 people
15
Collect costumes
3 people
16
Gather props
3 people
17
Purchase decorations
2 people
18
Calculate catering quantities
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Try on costumes
4 people
22
Check decor and props
3 people
23
Print scripts and run-of-show plans
2 people
24
Prepare name badges
2 people
25
Wrap gifts for players
2 people
26
Fill coolers
2 people
27
Prepare snacks
4 people
28
Set up tables
4 people
29
Set out chairs
4 people
30
Set up stage sections
4 people
31
Set up decor
4 people
32
Hang decorations
3 people
33
Decorate the Christmas tree
3 people
34
Hang lighting
3 people
35
Connect the sound system
2 people
36
Set up the lighting installation
2 people
37
Test microphones
2 people
38
Set up changing room
2 people
39
Lay out costumes
2 people
40
Set up props
2 people
41
Arrange snacks on platters
3 people
42
Prepare coffee and tea
2 people
43
Set up the reception table
2 people
44
Signpost the entrance and route
2 people

Event

45
Distribute program
3 people
46
Welcome visitors
4 people
47
Check off registrations
2 people
48
Manage the cloakroom
2 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Guide players to the dressing room
2 people
53
Announce players
54
Carry out the Christmas game
12 people
55
Operate music during the game
56
Operate lighting during the game
57
Set out break drinks
3 people
58
Restock break snacks
3 people
59
Accompany Christmas carols
3 people
60
Give thanks
61
Handing out gifts
3 people
62
Wave goodbye to visitors
4 people
63
Manage coat check
2 people
64
Set up evening buffet
4 people
65
Serve the evening buffet
4 people
66
Collect tableware
3 people
67
Serve coffee and tea
2 people
68
Escort the last visitors
2 people

Aftercare

69
Take down the décor
4 people
70
Dismantle stage sections
4 people
71
Turn off the sound equipment
2 people
72
Remove lighting
3 people
73
Stack chairs
4 people
74
Clear tables
3 people
75
Wash dishes
4 people
76
Clean the kitchen
3 people
77
Collect waste
2 people
78
Clean the room
4 people
79
Check toilets
80
Wash and sort costumes
3 people
81
Return props
2 people
82
Return borrowed materials
2 people
83
Store leftover groceries
2 people
84
Collect lost property
85
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Stage sectionsqty 8
Dressing room racksqty 4
Coat racksqty 3
Stoolsqty 6

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 100
Drinking glassesqty 150
Wine glassesqty 80
Coffee spoonsqty 100
Table knivesqty 120
Table forksqty 120
Serving spoonsqty 16
Serving plattersqty 20
Serving traysqty 12

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Christmas table runnersqty 12
Decorative clothsqty 8
Artificial snow blanketsqty 6
Nativity scene
Star for nativity scene
Battery lightsqty 10
Christmas table centerpiecesqty 12
Name card holdersqty 120
Welcome sign
Directional signsqty 8

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Laptop
Music playlist
Clothes steamers
Ironing board

Lighting

LED spotlightsqty 6
LED string lightsqty 8
Standing lampsqty 4
Flashlightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving tongsqty 6
Thermos flasksqty 6
Water jugsqty 8
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, venue and game schedule before sending invitations. Keep the registration form open long enough to collect player details and dietary requirements, then process registrations before assigning roles.
Create the player roster and volunteer assignments before writing the final run-of-show. Give each player their script early enough for a read-through, and keep printed backup copies for the event.
Test wireless microphones, microphone stands and any other equipment at the venue before guests arrive. A short sound check with the actual stage layout catches dead batteries, feedback and blocked sight lines.
Do a costume and prop check several days before the game, not on the morning itself. Try on the costumes, match every prop to a scene and leave time to replace or repair anything missing.
Calculate catering quantities only after registrations close, including dietary requirements and table settings. Check plates, cups, glasses, cutlery and serving pieces before shopping so a last-minute shortage does not interrupt the game.

Frequently asked questions

How far in advance should I organize a Christmas game?: Start at least 6 to 8 weeks before the event. Confirm the date and location first, then allow time for invitations, registrations, player assignments, scripts, costumes and equipment testing.
When should I close registration for a Christmas game?: Close registration about 10 to 14 days before the event. This gives you a reliable player count for the roster, dietary requirements, catering quantities, name badges and gifts.
How many rehearsals do players need for a Christmas game?: Plan at least one complete run-through and one shorter script or scene check. Schedule the full run-through no later than 3 to 5 days before the event, so there is still time to fix unclear roles or missing props.
When should I test the microphones and prepare the decorations?: Test the microphones and stage setup 1 to 3 days beforehand, then repeat a quick check on the day. Finish the main decorations, props and costume check at least the day before, leaving only setup and placement for event day.

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.