Beer Christmas Market Checklist

A beer Christmas market needs more than decorated stalls and a beer supplier. You need to lock in the date and location, check permits, confirm stall participants, and plan how drinks, food, payments and visitors will move through the site. This checklist takes you from the first arrangements to the final inspection. It also covers details that are often left too late, such as chilling drinks, testing beer taps, checking dietary requirements and preparing weather protection.

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The plan, step by step

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

Preparations

Confirm date and location
2 people
Arrange permits and notifications
2 people
Book a beer supplier
Confirm Christmas stall participants
2 people
Make material reservations
Send invitations
2 people
Announce event online
Process registrations
2 people
Collect dietary requirements
Set sale prices
2 people
Arrange stalls and stands
2 people
Plan the bar layout
2 people
Schedule volunteers
2 people
Confirm deliveries
Check the weather forecast
Send visitor information
Do the shopping
3 people
Chill drinks
3 people
Prepare snacks
4 people
Test the beer taps
2 people
Prepare the cash register system
2 people
Lay out cash
2 people
Print contact list
Set out weather protection
2 people
Inspect the site
2 people
Build party tents
6 people
Set up Christmas stalls
6 people
Set up tables and chairs
4 people
Set up the bar
4 people
Connect beer taps
2 people
Fill coolers
3 people
Hang lighting
3 people
Connect power
2 people
Hang up decorations
3 people
Set up food stalls
6 people
Display snacks
3 people
Set up payment points
2 people
Place menu boards
2 people
Set up waste stations
2 people
Check toilets
2 people
Give volunteer briefing
3 people

Event

Welcome visitors
4 people
Serve beer
4 people
Serve non-alcoholic drinks
2 people
Serve snacks
3 people
Manage the cash register
2 people
Collect beer glasses
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect waste
2 people
Keep tables clean
2 people
Check toilets periodically
Check the lighting
Count inventory
2 people
Announce the final round
Close bar sales
2 people
See visitors out
3 people

Aftercare

Count beer crates and kegs
2 people
Close the register
2 people
Turn off beer taps
2 people
Put food away safely
3 people
Dispose of trash bags
3 people
Wash dishes and glasses
4 people
Clear out stalls
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down party tents
6 people
Clean the grounds
4 people
Clean equipment
3 people
Move materials to storage
4 people
Return rental items
2 people
Store leftover stock
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Christmas stallsqty 8
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 48
Bar stoolsqty 12
Bar stoolsqty 12
High tablesqty 8
Stoolsqty 16
Clothes racksqty 2
Crowd control barriersqty 12

Tableware

Beer glassesqty 300
Wine glassesqty 80
Water glassesqty 120
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving plattersqty 24
Serving tongsqty 16
Carafesqty 12

Equipment

Beer tapsqty 3
Beer coolersqty 3
Refrigeratorsqty 3
Coolersqty 6
Cash registersqty 2
Card machinesqty 2
Thermos flasksqty 6
Kettlesqty 3
Food warmersqty 4
Hand mixersqty 2
Cutting boardsqty 8
Kitchen knivesqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Kitchen

Pansqty 6
Frying pansqty 4
Mixing bowlsqty 8
Measuring cupsqty 4
Baking dishesqty 8
Aluminum foilqty 6
Cling filmqty 6
Kitchen scalesqty 2

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Table runnersqty 20
Menu boardsqty 10
Chalk markersqty 12

Lighting

String lightsqty 16
LED lampsqty 24
Lanternsqty 12
Batteriesqty 48

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 8
Towel rollsqty 12
Disinfectant sprayqty 6

Catering

Groceries

Tips

Confirm the location, permits and notifications before inviting stallholders. Allow at least four weeks for approvals or required notices, and do not publish final visitor information until the site arrangements are settled.
Book the beer supplier early and confirm delivery access, storage and cooling capacity. Test every beer tap before opening, and chill the first stock several hours in advance rather than relying on last-minute ice.
Plan the stall and bar layout on paper before placing tables, tents and barriers. Leave clear routes for deliveries, volunteers and queues, with enough space around the cash registers and card machines.
Ask for dietary requirements when processing registrations, then label snacks and serving areas clearly. Prepare separate plates, bowls, tongs and serving platters where cross-contact could be a problem.
Set a volunteer rota with named cover for setup, bar service, payments and closing. Send visitor information at least three days before the market, including opening time, payment options, weather advice and any access instructions.

Frequently asked questions

How early should I start planning a beer Christmas market?: Start at least eight weeks before the event. Use the first two weeks to confirm the date, location, permits and beer supplier, then use the remaining time for stallholders, registrations, equipment and volunteer scheduling.
How much beer should I order for a Christmas beer market?: As a starting point, allow two to three drinks per visitor for the first hour, then one drink per person for each additional hour. Add around 10% stock for variation, and adjust the estimate for non-alcoholic drinks and food service.
When should drinks be chilled for a beer Christmas market?: Move the first drinks into refrigerators, beer coolers or other cooling equipment at least six hours before opening. Check the temperature and tap setup before guests arrive, and keep reserve stock cooling throughout the market.
How many volunteers are needed for a beer Christmas market?: Plan on one volunteer for every 25 to 30 visitors during busy periods, plus at least two people for setup and closing. Add separate cover for the bar, cash register, queue management and stallholder support if those roles cannot be combined.

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.