What you need for a charity Christmas market

A charity Christmas market needs more than tables and festive decorations. You’ll need enough reusable cups, plates and cutlery for the busiest serving period, plus hot-drink equipment, food-warming gear and reliable payment options. This shopping list also covers practical items people often remember too late, such as extension cords, change, blankets and serving utensils. Use your final vendor numbers and expected visitor count to adjust quantities before shopping.

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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
Buffet tablesqty 4
Tableclothsqty 14
Clothes racksqty 2

Tableware

Reusable mugsqty 180
Reusable glassesqty 180
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving plattersqty 18
Serving jugsqty 8
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 3
Coolersqty 4
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 8
Blanketsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 10
Kitchen tongsqty 8
Foil holdersqty 2
Thermometersqty 2

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Nativity scene
Table decorationsqty 14

Lighting

LED light stringsqty 12
LED lanternsqty 10
Batteriesqty 24
Outdoor lightsqty 6

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Washing-up tubsqty 3

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea bags - 250 pieces
- Hot chocolate - 12 liters
- Whipped cream - 10 cans
- Marshmallows - 4 bags
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Non-alcoholic mulled wine - 15 liters
- Mulled wine - 15 liters
- Cinnamon sticks - 3 bags
- Star anise - 2 bags
- Oranges - 12 pieces
- Lemons - 8 pieces
- Apple fritters - 150 pieces
- Dutch doughnuts - 150 pieces
- Powdered sugar - 3 packs
- Apple pies - 8 pieces
- Christmas stollen - 6 pieces
- Cake - 8 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Speculaas - 6 packs
- Filled cookies - 60 pieces
- Mini sausage rolls - 150 pieces
- Vegetarian mini sausage rolls - 75 pieces
- Cheese soufflés - 75 pieces
- Vegetarian pastries - 75 pieces
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Hummus - 8 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Salami - 2 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Mandarins - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Borstplaat - 5 kilograms
- Pepernoten - 6 kilogram
- Christmas candy - 4 kilograms
- Chocolate bars - 100 pieces
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Rubber gloves - 12 pairs
- Sheets of paper - 500 pieces
- Snack cups - 300 pieces
- Cardboard cups - 300 pieces
- Cardboard snack trays - 300 pieces

Donation

Donation boxesqty 4
QR donation cardsqty 100

Office

Cash boxesqty 4
Cash counting traysqty 4
Change boxesqty 4
Price tagsqty 100
Markersqty 20
Pensqty 20
Tapeqty 8
Scissorsqty 8
Clipboardsqty 6
Checkout formsqty 100
Name stickersqty 100
Directional signsqty 12
Information boardsqty 8
Volunteer vestsqty 20

Safety

Flashlightsqty 6
Non-slip matsqty 10
Cable matsqty 12
Fire extinguishersqty 2
First aid kitsqty 2

Tips

Plan servingware for your busiest hour, not your average attendance. As a starting point, allow 2–3 drinks per visitor in the first hour, then add plates and cutlery for every food portion expected.
Count power needs before buying or collecting equipment. List each coffee machine, kettle, warmer and payment terminal, then provide enough extension cords and power strips without overloading a single outlet.
Bring at least two payment options for the market. Test every payment terminal 24 hours beforehand, and prepare a separate cash float with small notes and coins for change.
Prepare hot drinks in batches and keep backup capacity available. Thermos flasks, serving jugs and reusable mugs are easy to overlook when several stalls serve at once.
Buy or collect weather protection before the final week. Party tents, blankets, tablecloths and stall covers should be ready at least 2 days before setup, especially for an outdoor market.

Frequently asked questions

How many cups and glasses do I need for a charity Christmas market?: Allow 2–3 drinks per visitor for the first hour, using separate quantities for hot and cold drinks. Add a 10–15% reserve if washing facilities are limited or the market lasts more than 3 hours.
How much food serving equipment should I buy?: Match plates, dessert plates and cutlery to the number of planned portions, then add 10% spare. For shared stalls, prepare at least 2 serving spoons or pairs of tongs per food area.
When should I arrange payment terminals and cash change?: Confirm the payment terminals at least 7 days before the market and test them again 24 hours before opening. Prepare the cash float no later than the day before, keeping coins and small notes separate from takings.
What equipment do I need for an outdoor Christmas market?: Plan one party tent or covered stall for each exposed selling area, plus tables, tablecloths and blankets for cold weather. Check power and cable requirements at least 7 days ahead so extension cords and power strips are available before setup.

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