What you need for a charity Christmas market

A charity Christmas market needs more than stock for the stalls. You’ll need a weather-ready setup, serving equipment, clear signs and a simple way to collect donations. Plan quantities from your expected visitor count: allow one seat per volunteer on duty, one reusable cup per drink service at a time, and enough table space for every stallholder. Order hired furniture and printed signs early, because missing them can delay the whole setup.

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What to bring

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

Furniture

Party tentsqty 3
Sales stallsqty 10
Tablesqty 12
Folding chairsqty 40
High tablesqty 6
Stall shelvesqty 20
Market stall tarpaulinsqty 10
Storage cratesqty 20

Tableware

Reusable mugsqty 150
Reusable cupsqty 150
Platesqty 150
Bowlsqty 100
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Bowlsqty 15
Serving traysqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 12 liters
- Whipped cream - 10 cans
- Mini marshmallows - 2 kilos
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Mulled wine - 20 liter
- Non-alcoholic mulled wine - 8 liters
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 8 bottles
- Bitterballen - 300 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian bitterballen - 150 pieces
- Vegan spring rolls - 150 pieces
- Mini pizzas - 150 pieces
- Baguettes - 12 pieces
- Herb butter - 10 tubs
- Hummus - 10 tubs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack nuts - 6 bags
- Popcorn - 5 bags
- Gingerbread - 8 packs
- Christmas cookies - 8 packs
- Speculaas - 6 packs
- Apples - 8 kilos
- Mandarins - 8 kilos
- Raisins - 3 packs
- Dutch pancakes - 500 pieces
- Icing sugar - 2 kilos
- Chocolate sauce - 4 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Satay sauce - 3 jars
- Salt - 1 kilo
- Pepper - 2 mills
- Cinnamon - 2 jars
- Nutmeg - 1 jar
- Cloves - 1 jar
- Star anise - 2 bags
- Oranges - 5 kilos
- Lemons - 3 kilos
- Olive oil - 2 bottles
- Butter - 2 kilos
- Grilled cheese sandwiches - 100 pieces
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Vegan cheese - 1 kilo
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Buns - 150 pieces
- Napkins - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Disposable food containers - 200 pieces
- Cardboard fry trays - 200 pieces
- Wooden stirrers - 500 pieces
- Teaspoons - 300 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Matches - 4 boxes
Receipt rollsqty 12
Cash boxesqty 4
Donation boxesqty 6
Small change traysqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Poinsettiasqty 20
Tableclothsqty 18
Red carpetsqty 3
Name badgesqty 100
Table signsqty 15
Donation signsqty 6
Program postersqty 12
Directional signsqty 15
Price listsqty 20
Table decorationsqty 20

Lighting

LED light stringsqty 12
LED lampsqty 20
Battery lanternsqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 4
Mulled wine heatersqty 2
Deep fryersqty 2
Contact grillsqty 2
Coolersqty 6
Card machinesqty 3
Cash registersqty 3
Coin pursesqty 6
Speakersqty 2
Mixer
Microphoneqty 2
Microphone stand
First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Walkie-talkiesqty 6
Cable reelsqty 4
Toolboxesqty 2
Laddersqty 2

Kitchen

Cutting boardsqty 6
Chef assistantsqty 6
Kitchen knivesqty 6
Pansqty 6
Thermos flasksqty 8
Measuring cupsqty 4
Tongsqty 10
Serving spoonsqty 10
Coolersqty 4

Cleaning

Waste binsqty 12
Trash grabbersqty 6
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Hand broomsqty 4

Tips

Allow at least one table or sales stall for each stallholder, then add one spare table for shared supplies, registration or donations. Confirm the final layout before ordering so walkways remain clear.
For drinks and food, plan one reusable cup or mug per guest being served at the same time, plus a 10–15% spare supply. Buy plates, bowls and cutlery based on the busiest serving period rather than the total attendance.
Prepare weather cover for every outdoor stall, not just the central area. Market stall tarpaulins, storage crates and extra table coverings are easy to overlook and become essential if rain is forecast.
Print donation signs and table signs at least 3–5 days before the market, with the payment method shown clearly. Keep spare copies in case signs get wet, damaged or moved during setup.
Buy name badges and program posters before volunteer briefing day, ideally 7 days ahead. Volunteers need to know their roles and visitors need to see what is happening without asking at every stall.

Frequently asked questions

What should I buy for a charity Christmas market?: Plan for stalls, tables, chairs, weather covers, serving ware, groceries, Christmas decorations, name badges and clear donation signs. Final quantities depend on attendance and the number of stallholders, so confirm both at least 2 weeks before the market.
How many cups and plates do I need for a Christmas market?: Use the number of guests served at the busiest moment, not the full visitor total. Start with one cup, mug, plate or bowl per simultaneous serving and add 10–15% spares for replacements and extra demand.
How early should I order Christmas market decorations?: Order larger items such as Christmas trees, red carpets, garlands and tablecloths 2–3 weeks ahead. Print program posters, table signs and donation signs at least 3–5 days before the event.
What do I need for an outdoor charity Christmas market?: Provide a party tent or other cover for each exposed stall, plus tarpaulins, storage crates and secure table coverings. Check the weather forecast 48 hours before opening and keep a backup plan ready if wind or rain is expected.

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