Checklist for Planning a Youth Christmas Party

Have you started planning your youth Christmas party? Instead of enjoying Christmas Vacation with the kids, if you don't start things going ahead of time, you can wind up completely stressed out and lose out on wonderful possibilities to touch their lives and the lives of their friends and family.

So, here's a Checklist for Youth Christmas Planning...

Form a group to arrange the Christmas party.

• Who should be engaged in the Christmas Party planning? (Parents, youth workers, youth, pastoral staff, and others, for example?)

• What are the responsibilities for organizing and preparing the Christmas Party, and who will be in charge of each role?

Organize your Youth Christmas Party with the rest of the congregation.

• How will the Christmas Party fit within the Church's broader schedule of events? Is it in keeping with the Christmas theme or focus of the church?

• Will there be any overlap? Should some aspects of the Christmas celebration be arranged jointly?

• Will there be personnel and facility conflicts?

•Is the date you've set for the Christmas party in the church's calendar?

• With whom will you have to coordinate? Is it going to be part of the church's broader Christmas plan or will it be separate?

Make a plan for your Christmas activities.

• Make a list of the many activities that will be included in your Youth Christmas presentation.

• When and where will each event take place?

• What is the location or venue for each event?

• What role will the Christmas Party play in the schedule?

Set a goal for your Christmas party.

• What is the objective of the Christmas gathering? Is it evangelical in nature? Is it out of gratitude? A basic get-together? To make contact with the local community? To assist those in need?

• Target group: Who is the Christmas Party's target group? Who do you want to invite to the Christmas get-together? (Age group, Christians / seekers, youth friends, parents, youth workers, community, and so on.)

• Write a concise summary of the Christmas Party and its objectives.

• Theme: What is the Christmas Party's theme?

Plan the Christmas Party's Specifics

• What is the name of the Christmas Party's official name? Is the aim and content of the name clearly communicated?

• You should have previously jotted down the Party's date, time, and location. You'll also want to include directions to the location, right? Is there a map that I can look at? How long will it take you to get there? Is it hard to come by?

Program for a Temporary Christmas Party

• How will you pass the time during the Christmas party? PLAN AHEAD of time and have ALTERNATIVES. (Examples include icebreakers, gift exchanges, Bible studies, movies, large group games, and so on.) If you're using a different location, conducting a site assessment ahead of time will help you better prepare for Christmas games and activities. How will the gift exchange be managed if one is held?

Finances for the Holiday Party

• What is the estimated cost?

• How much does the Youth Christmas Party cost?

• How much will it cost the participants?

• What is the pricing range for the participants' presents if there is a Christmas gift exchange?

• Are there any sponsors or food or supply sources for the Christmas Party? Will parents or church members pitch in with gifts and food for the holidays?

• Is there a chance to get a scholarship?

• Is there a difference in price if you sign up early or late?

• When is the Christmas Party payment due?

Organizing a Christmas Party

• Have you made a venue reservation?

• Recruit adult chaperones/volunteers for the Christmas Party - A decent rule of thumb is one chaperon (parent/youth pastor/leader) for every eight adolescents that attend. (Depending on the group, more or less monitoring may be required.)

• Will there be any special speakers, objects, or programs involving outsiders?

• In the event of an injury, there should be someone on site who is skilled in first aid or medicine.

• What kind of cuisine will be served at the Christmas party? All participants' requirements should be considered while planning meals and snacks. Are there any dietary limitations or requirements?

•Is there a requirement for transportation?

•Who are the people in charge of the primary functions and responsibilities?

• What is the address and phone number for the nearest medical help?

• How will the rules be enforced?

• Create a form for any injuries, accidents, or security breaches that occur during the Christmas Party?

Publicity for Christmas Events

• Flyers for promotions

• Bulletin of the Church

• Calendar of events for the church or youth

• Invites - Your Christmas party invitations should include the start and end times, as well as the cuisine you'll be providing. And, especially for first-timers, don't forget to give instructions to the location. Include any costs, as well as whether or if attendees should bring a present for a gift exchange, as well as the cost of such gifts.

• Permission slips/sign-up sheet

• Invitation postcards for friends

• Bulletin Boards / Posters

• Emails/website

• Newspapers in the area

For the Christmas Party, you'll need the following items and materials.

• Are there enough tables and chairs at the venue for the attendees and the food?

• Do you have a sound system? Is there any Christmas music that is upbeat?

• Is there any special lighting?

• Do you require any special equipment?

• Game materials and resources?

• Do you have a parking spot? Is there a place where parents may drop off and pick up their children?

• Supply requisition paperwork, as well as a checkout / return out form for any borrowed equipment or supplies?

Taking care of emergency situations

• There is always the risk of an accident when a bunch of teenagers gets together. They will take place. As a result, be ready for them.

• Christmas Party Guest List - Names, phone numbers for parents, and permission sheets if you will be leaving the church grounds. Keep all of your contact information in a folder and have it on hand at all times in case of an emergency. Make a master copy as well as a backup copy.

• A list of sponsors

• Contact information in case of an emergency

• Contact information for fire, medical, and police departments

• Can you tell me the name, address, and phone number of the nearest hospital or urgent care center? (You should put this information on your health form/parent release.) What is the quickest way to get to the venue?

• Who are the connections for the venue's management?

• Make a contact list for the parents.

• Make a volunteer list with responsibilities allocated and phone numbers?

• What kind of transportation is necessary. What are the phone numbers?

Volunteer Training for the Christmas Party

• Screen Volunteers

• Meet with volunteers as a group before the party

• Make a list of each volunteer's responsibilities and contact information, as well as a 'Chain of Command' - who reports to whom and who takes final decisions?

• Ensure that all volunteers are aware of the regulations.

• Educate volunteers about the venue's layout, including exits, possible trouble areas, and dangers.

• Assign someone from your team to clean up any spills or broken glass as soon as possible?

• Troubleshoot with the help of volunteers. What may go wrong at the celebration, and how should the volunteers handle it?

• In the event of an emergency, have individuals and cars ready to travel with the youngsters.

• In the event of an emergency, have individuals and cars ready to travel with the youngsters.

• Explain how to fill out the "Incident Report" form for any injuries, accidents, or security breaches that occur during the Christmas Party, as well as what information is required. They'll need any eyewitnesses' signatures.

•Examine the complete Party agenda. What resources are required for each item on the calendar, and who is in charge of ensuring that they are available?

• Volunteers must be adaptable and willing to assist as required.

The Christmas Party's First Day

• Arrange the decorations in accordance with your chosen theme.

• Prepare for games and activities.

• Put the sound system and Christmas music to the test.

• Food and supply delivery and storage

• Identify essential volunteers, particularly the medical professional, among the participants.

• Are there any trip hazards or electrical wires on the floor?

• Do all security, personnel, and volunteers wear a uniform, t-shirt, ID badge, or cap that may be clearly identified?

• Are there any impediments to the emergency/fire exits, and will they be monitored by adults?

• Are first-aid kits and fire extinguishers available? If that's the case, where are they?

• If you're doing a gift exchange, make sure you have plenty of backups in case anybody forgets or brings an unexpected present. Ensure that everyone receives a present.

• Make sure someone is photographing and filming the incident. They make excellent Christmas party favors.

• Clean up - It's critical to depart the hall or facility in the same condition as when you arrived.

• Everyone should be a part of this process.

Following the Christmas Party

• Return any things you borrowed or rented.

• Thank you to everyone who helped make the Christmas Party a success.

• Evaluate with the Christmas Party Planning Committee. What worked well, for example? What would we have done differently if we could go back in time? What did we take away from this experience?

• Examine any incident reports that have been prepared and determine what efforts might be made to prevent similar problems at future youth activities.

• Write a written event recap, including any resources and recommendations for future Christmas party planning, and file it.

• Thank everyone who helps in any manner with "thank you" cards.

This text is solely intended to serve as a guide. It is not intended to be a full checklist and just covers general information. Do you have any more suggestions? Do you have any advice for me? Please use the comments section below to share your knowledge and experience with us on planning Christmas parties for your kids!

Special note: - Also you and your familiars must be careful and be safe in this pandemic season.