A Holiday Concert and Winter Event Checklist for Booster Clubs and PTAs

The winter concert is on the calendar, the holidays are close, and everyone's schedule is about to get crowded. A little planning now keeps the event calm when it arrives. Here's a checklist you can work through, starting about six weeks out.

Six weeks out: confirm the basics

Confirm the date, the space, and the setup and cleanup times with your director and your school. Ask about custodial help, any limits on the number of people in the room, and rules about outside food. Set a simple budget so nobody is guessing about what you can spend.

Four weeks out: list the jobs and fill them

Write down every job the event needs: doors and tickets, programs, ushers, refreshments, setup, cleanup, and someone to greet families. Give each job a time window and a number of people, then open sign-ups. Filling slots early leaves room to recruit for any that stay empty.

Two weeks out: handle the logistics

• Programs and signs: Send programs to print and make simple directional signs.
• Parking and entrances: Decide where families should park and which doors to use, especially in bad weather.
• Seating and access: Make sure the entrance, aisles, and seating work for everyone, including families with strollers or wheelchairs.
• Communication: Send families the date, arrival time, and any dress or bring-along instructions.

The week of: confirm everything

Send volunteers a reminder with their time, their job, and a contact person. Gather supplies, make a plan for any cash and change, and keep a backup list of people who can step in. If there's a chance of snow, decide ahead of time how you'll announce a delay or change.

Plan refreshments carefully

Check your school's rules on food and allergies before you plan a menu. Label anything that's served, and keep ingredient information handy for families who ask.

The day of: arrive early and stay flexible

Have volunteers arrive before the doors open, walk them through the plan, and name one person as the contact for questions. Something small will go differently than planned, so give that person the authority to make quick decisions.

Afterward: close the loop

Thank your volunteers within a couple of days. Count and deposit any money with two people present, and write down what worked and what you'd change. Save those notes where next year's team can find them.

Check the rules

Venue capacity, fire and safety rules, and school policies on photography and recording of students all vary by location. Ask your school what applies before you finalize your plans.

Your turn: what's the one thing you wish you'd planned earlier for your last holiday concert? Tell us what you'd do differently.