A Guide to Planning a Memorable Christmas Concert Series This Holiday Season

The holiday season brings with it a magical atmosphere filled with joy, laughter, and music. Organizing a Christmas concert series can be a wonderful way to celebrate and share the festive spirit with your community.

In this guide, we'll walk you through the steps of planning a successful Christmas concert series, from creating an event website and implementing online ticketing options to offering customizable seating and sharing tips for a smooth event execution.

Building the Foundation

Before you start planning your Christmas concert series, it's essential to establish a solid foundation for your event. Here's what you need to consider:

Start by Defining Your Vision:

Begin by defining the overarching theme and tone of your concert series. Will it be a traditional Christmas celebration, a modern twist on classics, or a mix of various holiday themes? Your vision will guide the entire planning process.

Decide on the Format:

Determine whether your Christmas concert series will be a one-day event or a multi-day, recurring series. A series of performances allows you to cater to a larger audience and provides flexibility for attendees so everyone has a chance to attend. 

Online Ticketing for Concert Series

Online ticketing options are essential for today's events, providing convenience for attendees and simplifying the ticketing process for organizers. Here's how to make it work:

Choose a Suitable Online Ticketing Platform: Select an online ticketing platform that aligns with your needs. Look for one that supports custom-built and recurring events, as well as multiple ticket times for each performance.

Customizable Seating Maps: Opt for a ticketing platform that offers customizable seating maps. This feature allows attendees to select their preferred seats or tables, enhancing their overall experience.

Event Website or Custom Page: Create a dedicated event website or custom webpage that houses all the essential details about your Christmas concert series. Include information about the performers, schedule, ticketing options, venue, and any special activities or promotions.

Multi-Tiered Ticket Pricing: Implement a multi-tiered ticket pricing strategy. Offer various ticket categories, such as general admission, VIP, and family packages. You can also provide discounts for early bird purchasers or bundle tickets for multiple performances.

Streamlined Ticket Purchases: Ensure that the online ticketing platform provides a user-friendly and secure purchasing process. Attendees should be able to easily select their preferred performance date and time, choose their seats, and complete the transaction.

Planning the Concert Series

With the foundation and ticketing in place, it's time to focus on planning the actual Christmas concert series. Here are some key considerations:

1. Curating the Lineup:

To cater to various musical tastes, it's crucial to curate a diverse lineup. Consider including a mix of genres, from classical to contemporary, to appeal to a wide audience. Featuring local artists can foster a sense of community and support for regional talent. They often have a dedicated fan base, which can help boost attendance.

Explore the possibility of collaborations between artists or groups. These unique pairings can create memorable moments and add a special touch to your concert series.

Tips for finding talent or symphonies include: 

• Attend local music events, festivals, and concerts to discover emerging talent.
• Network with musicians, music industry professionals, and event organizers.
• Join online forums and social media groups related to the music genre you're interested in.
• Contact talent agencies and booking agents who specialize in the genre you're interested in.
• Reach out to artists through their official websites or social media profiles.
• Create a submission process on your event website where artists can apply to perform.
• Partner with local music schools or universities to access student musicians and ensembles.
• Seek recommendations from friends, colleagues, and music enthusiasts who may know talented artists.

2. Embracing the Festive Atmosphere:

Decorating the venue with festive holiday décor is essential to immerse attendees in the Christmas spirit. Transform the concert hall into a winter wonderland with Christmas trees, twinkling lights, garlands, and wreaths.

Consider designing the stage to match the holiday theme, perhaps with a backdrop that resembles a snowy landscape or a cozy living room with a fireplace. To engage the audience further, think about interactive elements like a "Deck the Halls" corner where attendees can decorate ornaments, creating a communal experience.

3. Intermission Activities:

• Carol Singing: Organizing carol singing sessions during intermissions is an excellent way to involve the audience and create a sense of togetherness.
• Photo Opportunities: Setting up a photo booth with Santa Claus or holiday-themed props can provide attendees with cherished keepsakes and enhance their overall experience.
• Pop-Up Markets: Hosting small pop-up markets featuring local artisans and vendors selling holiday-themed goodies like ornaments, crafts, and seasonal treats can add an extra layer of excitement.

4. Communication and Engagement:

• Email Updates: Regularly send out email updates to keep attendees informed about the concert series. Share sneak peeks of rehearsals, artist profiles, and important logistical details.
  
  
• Social Media Presence: Utilize social media platforms to create a buzz around the event. Share visually appealing content, and countdowns, and engage with the audience through polls and Q&A sessions with performers.
  
  
• Event Website: Maintain an updated event website with detailed information about the concert series, including schedules, ticketing, and any last-minute announcements.

5. Seamless Event Execution:

As the event date approaches, assemble a dedicated team to handle various aspects, such as ticket scanning, seating assistance, and technical support. Well-trained and enthusiastic staff can enhance the overall attendee experience.

Here is a general checklist of what you're team should cover when planning for a symphony event: 

• Rehearsals and Soundchecks: Ensure that all performers have adequate time for rehearsals and soundchecks to minimize technical glitches during the performances.
  
  
• Contingency Plans: Have contingency plans in place for unforeseen circumstances, such as weather-related issues or unexpected artist cancellations, to maintain the event's integrity.
  
  
• Technical Requirements: Work with experienced technicians and sound engineers to ensure high-quality sound and lighting. Arrange for a stage setup that accommodates the orchestra and any special effects or visual elements.
  
  
• Ticketing and Registration:  Set up an online ticketing system to streamline the ticket purchasing process. Offer various ticket options, including VIP packages, group discounts, and early bird pricing. Consider offering ticket bundles that include dinner or a reception or recurring passes. 
  
  
• Logistics: Plan the event schedule meticulously, including the orchestra's performance, intermission, and any additional entertainment or speeches. Coordinate transportation, parking, and accessibility for attendees.
  
  
• Event Day Management: Ensure that all event staff are well-trained and informed about their roles. Have a well-organized event command center to manage any last-minute issues or changes. Address any technical or logistical challenges promptly.

6. Post-Event Feedback

Post-event evaluation and feedback and just as crucial as the planning process leading up to the actual event. This is the time to gather feedback from attendees, sponsors, and stakeholders to assess the event's success and areas for improvement. Another goal is to evaluate the financial performance against your objectives and budget in order to improve for next year. 

Conclusion

Planning a Christmas concert series can be a rewarding experience, bringing the magic of the holiday season to your community. By defining your vision, setting up online ticketing with customizable options, and planning engaging performances and activities, you can create a memorable and joyful celebration that leaves attendees filled with holiday spirit.

Embrace the opportunity to share the magic of music and the warmth of the season with your audience, and your Christmas concert series is sure to be a resounding success.