Book Christmas market checklist

A book Christmas market needs more than tables and boxes of books. You need to fix the date and opening hours, secure the venue, check permits, recruit exhibitors and organise payments before the day itself. This checklist covers 69 planning tasks and 85 items, including stalls, book crates, lighting, hot drinks equipment and signage. Work through the plan in order so registrations, deliveries and final venue checks do not get pushed into the last week.

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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

Set date and opening hours
2 people
Determine location and layout
2 people
Make a venue reservation
Check permits and notifications
Contact exhibitors
2 people
Send registration form
Send invitations
2 people
Publish event online
Distribute promotional posters
3 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Assign volunteers
2 people
Reserve deliveries
Create the program and floor plan
2 people
Design signage
Set checkout and payment procedure
2 people
Arrange cash change
Check the shopping list
2 people
Do the shopping
3 people
Sort books and boxes
4 people
Set out decorations and materials
2 people
Check the venue
2 people
Send final information to exhibitors
Check the weather forecast

Event

Mark stall and table layout
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power and lighting
2 people
Hang up decorations
3 people
Set up signage
2 people
Display books by genre
6 people
Place price tags and labels
3 people
Set up the cash register
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Heat the mulled wine
2 people
Set out snacks
3 people
Brief volunteers
2 people
Welcome exhibitors
3 people
Carry out the final safety check
2 people
Welcome visitors
2 people
Manage the cash register and payments
2 people
Sell and pack books
4 people
Serve coffee and tea
2 people
Serve mulled wine and soft drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check tables and walking routes
2 people
Clean the toilets in between
Check stock and the cash register
2 people
Inform last visitors
2 people
Close the register
2 people
Check out exhibitors
3 people

Aftercare

Collect books and unsold items
4 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes and supplies
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Return book stock
3 people
Handle cash and payments
2 people
Store leftover groceries
2 people
Send thank-you message
Process lost and found items

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
High tablesqty 4
Book cratesqty 24
Clothes racksqty 4
Cash desk table
Storage cabinetsqty 2

Equipment

Cash register
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Kettlesqty 2
Coffee machinesqty 2
Warming kettlesqty 2
Mulled wine kettle
Coolersqty 3
Sound system
Microphone
Hand trucksqty 2
Toolboxesqty 2
Cable reelsqty 3
Fire extinguishersqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Calculatorsqty 2
Power banksqty 4

Lighting

String lightsqty 8
Outdoor lightsqty 6
Lanternsqty 10
Spare batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Table runnersqty 12
Christmas figuresqty 10
Nativity scene
Notice boardsqty 4
Christmas postersqty 12
Directional signsqty 12
Price tagsqty 300
Genre labelsqty 30
Chalkboardsqty 10
Chalk markersqty 12

Tableware

Coffee cupsqty 60
Mulled Wine Cupsqty 60
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Kitchen

Serving jugsqty 4
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 4
Measuring cupsqty 2
Oven mittsqty 4
Aluminum foilqty 2
Food storage containersqty 8

Catering

Groceries
Book bagsqty 100
Paper carrier bagsqty 300
Wrapping paperqty 10
Gift ribbonqty 6
Tapeqty 8
Scissorsqty 6
Labelsqty 500
Paper tapeqty 6
Receipt rollsqty 8
Cash trayqty 2
Pensqty 20
Notepadsqty 6
Small change traysqty 4

Cleaning

Broomsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 3
Trash binsqty 8
Waste binsqty 4
Cleaning glovesqty 8
Window squeegeesqty 2

Tips

Set the date, opening hours and venue before contacting exhibitors. Allow at least 6–8 weeks for registrations, promotion, permits and layout planning.
Ask exhibitors for dietary requirements when they register, not a few days before the market. Use the confirmed responses to plan hot drinks and food supplies.
Draw the floor plan before hiring or borrowing furniture. Mark stalls, book crates, the cash desk, storage, power points and clear walking routes so you know how many tables and extension cords are needed.
Decide how payment will work at least 2 weeks before opening. Test the cash register and payment terminal, and prepare enough change for the first few sales rather than relying only on card payments.
Do a venue and weather check the day before. Confirm deliveries, lighting, tents and electrical equipment, then send exhibitors the final arrival time, layout and practical instructions.

Frequently asked questions

How far in advance should I organise a book Christmas market?: Start planning 6–8 weeks before the market. Book the venue and check permits first, then allow time for exhibitor registration, promotion, deliveries and the final floor plan.
What should I prepare for a book Christmas market payment desk?: Set up the cash desk, cash register, payment terminal and a clear payment procedure at least 2 weeks beforehand. Arrange change before the event and test every device, cable and power connection.
How many tables and book crates do I need for a book Christmas market?: Base the quantity on your confirmed exhibitors and the space assigned to each one. Finalise the floor plan at least 1 week before opening, then match the number of tables and book crates to the marked stalls rather than estimating on the day.
When should I send final information to Christmas market exhibitors?: Send the final details 3–5 days before the market. Include arrival and opening times, the stall location, unloading instructions, payment arrangements and any dietary information you still need.

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.