Artisan Christmas Market planning checklist

An artisan Christmas market needs more than vendor bookings and festive decorations. Set the date and opening hours first, then work through applications, stall assignments, catering, equipment and visitor routes in that order. Build in time to confirm exhibitors, collect dietary requirements and check every power outlet before the market opens. This checklist also covers the details that are easy to leave until the last week, including price tags, menus, signage, payment equipment and volunteer shifts.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the market date and times
2 people
Reserve booth spaces
2 people
Approach artisan vendors
2 people
Create vendor registration form
Design invitations
Send invitations
2 people
Post the online announcement
Process registrations
2 people
Collect dietary requirements
Create vendor assignments
2 people
Confirm exhibitors
2 people
Calculate catering quantities
2 people
Book Christmas lights
Reserve tents and booths
Check power outlets
2 people
Create a market map
2 people
Determine traffic and walking routes
2 people
Prepare price tags
2 people
Print menus
Print signage
Schedule volunteers
2 people
Send vendor information
Check cash register and payment equipment
2 people
Buy stock of shelf-stable products
2 people
Check decorations
2 people
Create table numbers
Prepare route signs
Clean refrigerators and coolers
2 people
Sort Christmas decorations
2 people
Buy fresh produce
2 people
Prepare snacks
3 people
Chill drinks
2 people
Put up Christmas trees
3 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Connect power and cables
2 people
Hang Christmas lights
4 people
Hang decorations
3 people
Place stall numbers
2 people
Set up signage
2 people
Set up the catering buffet
3 people
Set up the register and change
2 people
Welcome exhibitors
3 people
Prepare stalls for sales
6 people
Check toilets

Event

Welcome visitors and provide information
2 people
Serve catering
4 people
Refill drinks
2 people
Refill snacks
2 people
Provide coffee and tea
2 people
Manage the cash register
2 people
Empty trash bins
2 people
Keep tables clean and clear
2 people
Check the lighting
Check stock
Support exhibitors
2 people
See off the last visitors
2 people

Aftercare

Close the register
2 people
Clean up catering
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Take down booths and tents
6 people
Remove lighting and decorations
4 people
Return furniture
3 people
Inventory materials
2 people
Return rented materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Market stallsqty 12
Party tentsqty 4
High tablesqty 8
Beer tablesqty 10
Folding chairsqty 48
Christmas treesqty 4
Christmas tree standsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 120
Platesqty 180
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 8
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 4
Scissorsqty 6
Mixing bowlsqty 6
Small bowlsqty 24
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Contact grillsqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Cash drawersqty 2
Card machinesqty 2

Lighting

String lightsqty 12
Outdoor lightsqty 8
LED candlesqty 36

Decorations

Christmas baublesqty 120
Christmas garlandsqty 10
Christmas wreathsqty 6
Tableclothsqty 16
Price tagsqty 100
Menusqty 12
Booth numbersqty 12
Route signsqty 10
Directional signsqty 12
Bollardsqty 12
Barrier tapeqty 4

Cleaning

Waste binsqty 10
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the date, opening hours and stall layout before inviting vendors. Your market map should show booth spaces, walking routes, food service points, power outlets and any tents or high tables.
Give vendors a clear registration deadline, then allow at least 7 days to process applications and create assignments. Send confirmed exhibitors their space, arrival instructions, power information and setup time in one message.
Calculate catering quantities after collecting dietary requirements, not before. Check that coffee machines, kettles, thermos flasks, coolers and food warmers match the menu, and plan serving equipment for the busiest hour.
Test payment equipment, extension cords, power strips and cable trays before event day. Check each outlet under load and keep cables out of visitor routes rather than discovering a power problem during setup.
Print price tags, menus and directional signs before the final week. Schedule volunteers in shifts that cover vendor arrival, registration, catering, payment support and closing, with at least one person responsible for last-minute questions.

Frequently asked questions

How far in advance should I organise an artisan Christmas market?: Start planning at least 8 to 12 weeks before the market. Set the date and reserve stalls first, then allow several weeks for vendor registration, confirmations, catering calculations and printed materials.
When should artisan vendors register for the Christmas market?: Set the registration deadline about 4 weeks before opening day. This leaves roughly 7 days to review registrations and dietary requirements, followed by time to assign spaces and send final vendor information.
How much time do vendors need to set up before an artisan Christmas market?: Allow at least 2 hours for setup before visitors arrive, especially when tents, market stalls, Christmas trees and electrical equipment are involved. Add extra time if vendors must unload from a shared access point.
What should I check the day before an artisan Christmas market?: Confirm exhibitor attendance, volunteer shifts, stall assignments, catering quantities and the market map. Test payment equipment and power connections, then place signage, price tags, menus and equipment where each team will use them.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.