What you need for a care facility Christmas market

Use this shopping list to prepare a Christmas market that works for residents, visitors, stallholders and volunteers. It covers the items needed for stalls, refreshments, seating, decorations, payments, signs and accessible movement through the venue. Check quantities against your expected attendance, then shop early for seasonal items and catering supplies. Keep a separate reserve of cups, napkins, rubbish bags and cash-handling materials so the event does not run short during the busiest hour.

Organize this event for free with Lizzt

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 2
Tablesqty 14
Chairsqty 80
High tablesqty 4
Wheelchair spacesqty 6
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Drinking glassesqty 100
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving spoonsqty 12
Serving traysqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 6
Tableclothsqty 18
Christmas napkinsqty 250
Vendor labelsqty 12
Wayfinding signsqty 12
Photo frame
Christmas figuresqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Food warmersqty 4
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Bluetooth speaker
Microphone
Cash boxesqty 2
Card machine
Thermos bottlesqty 6

Lighting

String lightsqty 12
LED candlesqty 40
LED lampsqty 8
Batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 3

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Hand broomsqty 3
Microfiber clothsqty 30

Catering

Groceries
- Coffee - 3 kilos
- Decaf coffee - 500 grams
- Black tea - 3 boxes
- Herbal tea - 3 boxes
- Hot chocolate - 5 liters
- Milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Whipped cream - 12 aerosol cans
- Cinnamon - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Spa Blauw - 6 crates
- Spa Red - 3 crates
- Alcohol-free mulled wine - 12 bottles
- Non-alcoholic apple punch - 8 liters
- Apples - 8 kilos
- Mandarins - 6 kilos
- Grapes - 4 kilos
- Bananas - 3 kilos
- Mini currant buns - 100 pieces
- Mini croissants - 100 pieces
- Raisins - 2 kilos
- Christmas stollen - 6 pieces
- Apple pies - 6 pieces
- Cake - 8 pieces
- Cookies - 6 kilos
- Spiced ginger cookies - 4 kilos
- Speculaas - 4 packs
- Paprika chips - 3 kilos
- Plain crisps - 3 kilo
- Snacks - 2 kilos
- Peanuts - 2 kilo
- Mixed nuts - 2 kilos
- Vegetable soup - 12 liters
- Soup vegetables - 4 kilos
- Baguettes - 20 pieces
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Hummus - 2 kilos
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Vegetarian spread - 2 kilos
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Nutmeg - 2 jars
- Chocolate pieces - 2 kilos
- Marshmallows - 2 kilos
- Christmas chocolate - 4 kilos
- Toppings - 3 boxes
- Paper straws - 200 pieces
- Sugar packets - 300 pieces
- Disposable cups - 200 pieces
- Disposable containers - 150 pieces
- Wooden stirrers - 300 pieces
- Cling film - 3 rolls
- Baking paper - 3 rolls
- Napkin dispensers - 6 pieces
- Trash bags - 100 pieces
- Organic Waste Bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Christmas stickers - 4 sheets
- Kraft bags - 150 pieces
- Gift ribbon - 6 rolls
- Name stickers - 150 pieces
- Pens - 20 pieces
- Receipt rolls - 6 pieces
- Cash - 300 euro

Tips

Plan 2–3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Include separate quantities for hot drinks and cold drinks rather than relying on one shared estimate.
Allow at least one cup or glass per planned serving, plus 10–15% extra for breakages, misplaced items and volunteers working away from the refreshment table. Do the same for plates, dessert plates and cutlery.
Buy or collect signs and stall labels at least 3–5 days before the market. Prepare one clear wayfinding sign at every change of direction, and label each stall before furniture is moved into place.
Check power requirements 7 days ahead for coffee machines, kettles, hot drink urns and food warmers. Make a simple list of which outlet serves each piece of equipment so you do not overload one socket during setup.
Reserve wheelchair spaces before arranging tables and chairs, leaving a clear accessible route between the entrance, refreshment area, stalls and toilets. Recheck the route after decorations, market stalls and waste bins have been placed.

Frequently asked questions

How many cups and glasses do I need for a care facility Christmas market?: Start with one cup or glass for every planned serving, then add 10–15% extra. For 50 guests and two servings each, prepare at least 110 cups or glasses, split between coffee, tea and cold drinks.
How much food and drink should I buy for a Christmas market?: For drinks, allow 2–3 servings per person during the first hour and one additional serving per person for each later hour. Buy food according to the confirmed attendance, adding 10% if visitors can arrive without registering.
When should I buy Christmas market decorations and serving supplies?: Buy seasonal decorations, napkins and disposable backup supplies at least 7 days before the event. Check stock again 2–3 days before opening, because replacement items may be difficult to find close to Christmas.
How many tables and chairs are needed for a care facility Christmas market?: Count one table for each planned stall, then add separate tables for refreshments, payments and any programme activity. Provide one chair for each seated resident or guest who needs one, while keeping wheelchair spaces and an accessible route clear.

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.