Putting on a School Christmas Show
There’s something truly special about a school Christmas show. The twinkling lights, the joyful songs, the proud smiles of families watching their children perform — it’s a highlight of the school year. But behind that magic is a lot of planning.
The good news? Organising a Christmas concert doesn’t have to be stressful. With the right structure, teamwork, and a sprinkle of festive spirit, you can create a show that’s organised, memorable, and filled with joy for students, staff, and families alike.
Here’s your complete 12-step guide to planning the perfect school Christmas show — from the first brainstorm to the final applause.
1. Define the Purpose and Goals
Start by clarifying why you’re hosting the show.
Are you showcasing your Music department? A festive farewell before the holidays? A fundraiser for a local charity?; or
Defining the purpose will help guide every other decision — from song choices to decorations.
Set measurable goals:
Number of attendees or tickets sold;
Amount raised for a cause; and
Student participation levels.
When your objectives are clear, it’s easier to plan effectively and celebrate success at the end.
2. Set a Budget
A well-thought-out budget keeps your Christmas show running smoothly.
Identify income sources:
Ticket sales, donations, or local sponsorships.
Plan for expenses:
Costumes and props;
Potential music licensing fees:
Decorations and lighting;
Sound equipment; and
Refreshments or programmes.
Keep a small buffer for last-minute costs — there’s always something extra to pick up (like spare tinsel or batteries for microphones!).
3. Build Your Planning Team
Create a small, enthusiastic team of teachers, staff, and volunteers.
Assign clear roles:
Event coordinator;
Music director or lead teacher;
Stage and tech manager;
Decorations and props coordinator; and
Parent and volunteer liaison.
Encourage student involvement too — from helping with stage setup to managing sound and lighting. This builds responsibility and teamwork while easing your workload.
4. Choose and Secure the Venue
Whether it’s the school hall, the gym, or a local community centre, book early.
Check for:
Space and seating capacity;
Accessibility for families;
Heating and lighting; and
Available equipment (sound system, stage risers, etc.)
Coordinate with your school calendar to avoid clashing with exams, assemblies, or other events.
5. Pick the Date, Time, and Theme
Set a date early and communicate it clearly to staff and families — everyone’s schedules fill up fast in December!
Choose a theme to tie everything together. Some ideas:
A Starry Christmas;
Around the World at Christmas; or
The Magic of Giving.
A strong theme will guide your song choices, decorations, and even the programme design.
6. Plan the Programme
A well-paced, engaging programme is key. Keep it around 30–45 minutes (especially for younger audiences).
Tips for creating the programme:
Choose simple, fun, age-appropriate songs;
Mix group performances with small ensemble pieces or narrations;
Include instrumental or dance items for variety;
End with a big group finale (like We Wish You a Merry Christmas); and
Invite pupils to help design the printed programme.
7. Rehearse Smartly, Not Stressfully
Rehearsals don’t have to take over the term. Integrate practice into music or class time and focus on small sections at a time.
Rehearsal tips:
Practise transitions between items — that’s often where confusion happens!;
Rehearse walking on and off stage and standing positions;
Run at least one full rehearsal in the performance space; and
Encourage positive peer feedback and make rehearsals fun.
Top Tip: Take photos of each class on stage — it’s a lifesaver when someone forgets where to stand later.
8. Costumes, Props, and Decorations
Keep it simple and festive!
Costumes:
A colour theme (e.g., red and green) works wonders. Encourage creativity but avoid stress — the focus should be on the performance, not perfect outfits.
Props:
Label and organise them on a table backstage using masking tape boxes. Everything has its place — it’ll save chaos later!
Decorations:
Use student-made crafts, fairy lights, and banners. It’s more meaningful (and budget-friendly) when pupils contribute.
9. Sound, Lighting, and Tech Prep
A great sound system can make all the difference.
Tech checklist:
Test microphones and speakers before the show;
Have backup batteries and cables;
Prepare music tracks on multiple devices (USB, laptop, phone); and
Practise using microphones with pupils.
Lighting tips:
Keep it simple but bright enough for the performers to see clearly. Even basic lighting changes between songs can be very effective.
Invite tech-savvy pupils to run sound cues or lighting transitions — it’s a great way to involve everyone.
10. Communication and Promotion
Get the word out early and keep families informed.
Use all channels:
School newsletters and website;
Social media (check all participants have agreed to be photographed and are happy to have those images shared); and
Posters around the school.
Remind families of dates, times, costumes, and what to bring — and do it more than once!
Encourage the local community to attend if appropriate — your Christmas show can be a wonderful way to strengthen community ties.
11. Showtime: The Big Day!
The big day has arrived — now it’s all about coordination and calm.
Before the show:
Do a final tech check;
Walk through the running order with pupils;
Keep a printed schedule backstage; and
Have a “quiet prep space” for students to calm nerves.
During the show:
Have staff assigned to manage each group;
Keep transitions smooth and upbeat; and
Encourage laughter and fun - it doesn't have to be perfect.
After the show:
Let families take photos after the performance, not during. Have leadership give a short thank-you speech and remind everyone about photo permissions.
12. Wrap Up and Celebrate
Once the lights go down, take a moment to breathe — you did it!
After-show checklist:
Organise cleanup (students can help!);
Return borrowed equipment;
Thank your volunteers and staff — maybe with a small treat or card;
Collect feedback for next year; and
Reflect and celebrate with your students.
If time allows, host a “watch party” of the recorded show before the holidays — students love reliving their performance!
Final Thoughts:
A Christmas show isn’t just an event — it’s a celebration of teamwork, creativity, and the joy of learning. With thoughtful planning, a supportive team, and a festive spirit, your school can create a magical performance that students and families will remember for years to come.
So turn on the fairy lights, warm up those singing voices, and let the Christmas magic begin!
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Oxleasow Rd, Redditch B98 0RE
Phone: 0333 207 0737
