12-Month Carols Event Planning Timeline

Carols Event Organiser Resource Centre › 12-month timeline

Use this free Carols by Candlelight planning timeline as a starting point and adjust it for your venue, procurement rules and event scale. It gives councils, schools, churches and community groups a practical sequence from early governance and venue decisions through to event-day delivery.

Download the editable event toolkit   Download the PDF planning guide

9–12 months before

  • Agree on event purpose, governance and decision authority.
  • Confirm the proposed date and assess venue options.
  • Set working attendance scenarios and a budget owner.
  • Identify permits, insurance and major approval dependencies.

6–9 months before

  • Reserve the venue and engage essential production suppliers.
  • Book key performers and identify program requirements.
  • Create sponsorship inventory and a sponsor prospect list.
  • Start the site plan, accessibility review and procurement schedule.

3–6 months before

  • Confirm the program, marketing plan and supplier shortlist.
  • Develop traffic, waste, first-aid, security and volunteer plans.
  • Draft the risk register, emergency plan and wet-weather framework.
  • Confirm the fundraising or merchandise model.

8–12 weeks before

  • Lock candle or merchandise quantities and artwork.
  • Confirm site infrastructure, power, supplier access and delivery windows.
  • Recruit volunteers and appoint role leads and deputies.
  • Prepare audience, sponsor and cancellation communications.

4–8 weeks before

  • Draft the event-day run sheet and decision log.
  • Confirm radios, emergency contacts and fallback communications.
  • Review accessibility, first aid, security and weather triggers.
  • Issue final supplier and volunteer information.

1–3 weeks before

  • Hold the final production meeting.
  • Test power, communications and operational handovers.
  • Count and zone stock, merchandise and equipment.
  • Save essential documents offline.

Event day and the following week

  • Operate from one command structure and one run sheet.
  • Record checks, decisions, incidents and stock handovers.
  • Reconcile costs, income, stock and equipment.
  • Thank partners and record lessons while they are fresh.

Related free resources

Read How to Organise a Carols by Candlelight Event, return to the Carols Event Organiser Resource Centre, or view Carols LED candle options.

Important: Always confirm current legal, safety, insurance, venue and authority requirements for the actual event.