Christmas is a significant moment in the church calendar and a valuable opportunity to welcome people from the community. Whether you are hosting carol services, a Christingle, a nativity or a community meal, thoughtful preparation helps create events that are safe, warm and well organised. Here are some key points to consider as you plan for this year.
Start with what you already know
Most churches repeat certain Christmas activities each year. Reflect on what worked well previously and where improvements could be made. Keep plans realistic for your volunteers and building—simple, well-run events often have the greatest impact.
Get the building and logistics ready
A well-prepared space sets the tone from the moment people arrive. Review your Fire Risk Assessment, especially if you use candles or expect a larger turnout. Check heating, lighting and equipment, and ensure external areas are well lit and safe, particularly in colder weather. Make accessibility a priority so that everyone can move around the building comfortably. Have first-aid supplies ready and confirm who is responsible for first aid on the day.
Offer a warm and clear welcome
Many attendees will be visiting your church for the first time. Clear signage, confident volunteers and simple communication all help people feel at ease. Brief your team so they understand their roles, know where facilities are located and feel prepared to answer questions. Share event information widely through notices, newsletters, your website and social media.
Keep safeguarding central
Safeguarding responsibilities continue throughout the festive season. Ensure volunteers working with children or adults at risk are appropriately trained and checked. If photos, video or live-streaming are planned, make sure consent procedures are followed, particularly for children and vulnerable adults. Highlight who the safeguarding lead is for the event and remind volunteers how to report concerns. Additional risk assessments may be needed for candles, staging, cables or animals.
Consider recycling and sustainability
Christmas can generate extra waste, but small actions make a difference. Use reusable decorations where possible, encourage minimal or recyclable packaging, and make sure clearly labelled recycling bins are available. Where appropriate, consider sharing information digitally to reduce printing.
Review after the event
Once your events are complete, take time with your team to reflect on what went well and what to adjust for next year. Record any incidents or concerns and store paperwork—such as risk assessments and consent forms—so it can be easily found next Christmas.
To support your planning, we’ve created a simple Christmas event planning checklist covering safety, safeguarding, hospitality and practical steps.
