What to Buy for an Association Christmas Market

Use this shopping list to prepare an association Christmas market without running short on the basics. Plan tableware, serving items, decorations, signs and checkout supplies around your expected visitor and seller numbers. Buy non-perishable items first, then collect fresh produce and check stock close to the event. The list also helps you spot items that are often forgotten, such as price tags, name badges, directional signs and enough cups for hot drinks.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
Bar stoolsqty 8
Checkout tablesqty 3
Storage racksqty 4
Clothes racksqty 4

Tableware

Coffee cupsqty 80
Tea glassesqty 40
Mulled Wine Cupsqty 120
Drinking glassesqty 100
Platesqty 100
Dessert platesqty 80
Cutlery setsqty 100
Serving traysqty 8
Soup ladlesqty 6
Serving spoonsqty 8
Pliersqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 6
Christmas table runnersqty 12
Christmas tableclothsqty 12
Christmas figuresqty 10
Name badgesqty 30
Price tagsqty 100
Directional signsqty 10
Table chalkboardsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Mulled wine warmersqty 2
Coolersqty 4
Card machinesqty 2
Cash registersqty 2
Sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8

Lighting

String lightsqty 16
LED lampsqty 12
Battery lanternsqty 10
Batteriesqty 40
Cable matsqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Thermos flasksqty 6
Food warmersqty 4
Measuring cupsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpansqty 4
Mopsqty 4
Cleaning bucketsqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 8 cans
- Mulled wine - 24 bottles
- Non-alcoholic mulled wine - 6 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Paper straws - 200 pieces
- Cinnamon sticks - 3 bags
- Star anise - 2 bags
- Oranges - 3 kilos
- Lemons - 2 kilos
- Apples - 5 kilo
- Christmas stollen - 8 pieces
- Currant buns - 60 pieces
- Mini Dutch doughnuts - 400 pieces
- Icing sugar - 2 kilos
- Mini apple fritters - 200 pieces
- Baguettes - 12 pieces
- Mini sausages - 8 kilo
- Vegetarian meatballs - 4 kilo
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Soup sticks - 10 packs
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Walnuts - 2 kilos
- Peanuts - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Christmas Cookies - 10 packs
- Spiced cookies - 6 kilos
- Chocolate letters - 40 pieces
- Marshmallows - 6 bags
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 4 jars
- Garlic sauce - 3 bottles
- Chili sauce - 2 bottles
- Napkins - 1200 pieces
- Coffee filters - 200 pieces
- Tea filters - 100 pieces
- Stirrers - 500 pieces
- Wooden satay skewers - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Blue trash bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Cleaning sponges - 12 pieces
- Nitrile gloves - 4 boxes
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 8 packs
- Aluminum trays - 100 pieces
- Sauce cups - 200 pieces
- Cardboard snack trays - 300 pieces
- Wooden forks - 300 pieces
- Wooden spoons - 200 pieces
- Coffee cups - 300 pieces
- Tea cups - 200 pieces
- Lids for cups - 400 pieces
- Carrier bags - 200 pieces
- Cash register envelopes - 20 pieces

Tips

Count tableware by expected servings, not registered sellers: allow at least 1.5 cups, 1 plate and 1 cutlery set per expected visitor if food and drinks are served.
Buy 10–15% extra disposable or breakable serving items so a busy period does not stop the coffee, mulled wine or food stands.
Group decorations by stall before shopping. Reserve separate quantities of garlands, table runners, price tags and table chalkboards so they are not all used at the entrance.
Prepare checkout supplies for every sales point, not just the main table. A market with three checkout points needs three complete sets of price tags, signs and cash-handling equipment.
Leave fresh produce and other perishable stock until the final 1–2 days, but check non-perishable stock at least one week before the market so missing items can still be bought.

Frequently asked questions

How many cups do I need for a Christmas market?: Plan at least 1.5 cups per expected visitor when serving coffee, tea, mulled wine and other drinks. Add 10–15% extra for breakage, refills and visitors using more than one cup.
How much tableware should I buy for an association Christmas market?: Allow one plate and one cutlery set per expected food serving, plus around 10% spare. If desserts are served separately, plan one dessert plate per dessert serving rather than sharing the main plates.
When should I buy supplies for a Christmas market?: Buy decorations, signs, tableware and other non-perishable supplies at least one week before the event. Purchase fresh produce and other short-life items 1–2 days beforehand, after checking the final attendance and stock.
What do people usually forget for a Christmas market?: Price tags, name badges, directional signs and serving utensils are commonly missed. Check these 3–5 days before the market, then pack separate supplies for each stall and checkout point.

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