Children’s Christmas Market Checklist

Use this checklist to organise a children’s Christmas market in the right order, from booking the venue to opening the doors. It covers the details that are easy to leave too late: permits, stall registrations, dietary requirements, volunteer cover, power, cash handling and refrigerated storage. Work through the planning tasks early, then use the final days for shopping, decorations, activity materials and the floor plan. On setup day, allow time to position stalls, tables, chairs, signs, trees, lighting and equipment before visitors arrive.

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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

Reserve venue
Check permits
Set the date and program
2 people
Design invitations
Send invitations
2 people
Register market stalls
Process registrations
2 people
Collect dietary requirements
Book children's activities
Recruit volunteers
2 people
Order from suppliers
Confirm reservations
Create floor plan
2 people
Create activity schedule
2 people
Check the shopping list
2 people
Check decorations
2 people
Arrange Christmas trees
Prepare children's activities
3 people
Buy prizes for games
Make route and safety signs
2 people
Prepare cash float for the till
Do the shopping
3 people
Store refrigerated items
2 people
Set up non-perishable supplies
2 people

Event

Set up tables and chairs
4 people
Build party tents
4 people
Lay power and cables
2 people
Hang lighting
3 people
Set Up Market Stalls
5 people
Hang decorations
3 people
Decorate Christmas trees
3 people
Set up children's craft tables
3 people
Prepare hot drinks
3 people
Stock the food stall
3 people
Set up the cash register
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Supervise children's activities
6 people
Serve hot drinks
3 people
Serving food
4 people
Refill drinks
2 people
Empty trash bins
2 people
Support stall sales
3 people
See off the last visitors
3 people

Aftercare

Close the register
2 people
Take down booths and activities
5 people
Turn off lights
2 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
4 people
Store materials dry
2 people
Return borrowed materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 8
Tablesqty 12
Chairsqty 50
Beer benchesqty 8
Clothes racksqty 2
Bollardsqty 12

Tableware

Reusable cupsqty 150
Bowlsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 100
Christmas garlandsqty 12
Christmas wreathsqty 4
Tableclothsqty 12
Route signsqty 10

Equipment

Cash register setsqty 2
Payment terminalsqty 2
Hot water boilersqty 3
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8

Lighting

LED string lightsqty 12
LED work lightsqty 4
Cable matsqty 12

Cleaning

Waste binsqty 10
Broomsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the date, programme and venue before inviting anyone. Permit checks, stall registrations and children’s activity bookings can take longer than expected, so confirm them before sending invitations.
Close stall registrations with enough time to process applications and collect dietary requirements. A final list at least one week before the market gives you time to plan food, tables and volunteer cover.
Create the floor plan and activity schedule before setup day. Mark stalls, children’s activities, queues, exits, route signs, toilets and power points so extension cords and work lights do not become last-minute problems.
Prepare the cash float, cash register sets and payment terminals before the event rather than on the morning. Test every terminal and decide who handles cash, who supervises activities and who can cover breaks.
Store refrigerated items promptly after shopping and keep non-perishable supplies separate. Put out cups, plates, cutlery, serving equipment, decorations and activity materials in labelled groups so volunteers can find them quickly.

Frequently asked questions

How far in advance should I organise a children’s Christmas market?: Start planning at least 8 to 12 weeks before the market. Book the venue, check permits and set the date first, then allow several weeks for invitations, stall registrations, suppliers and volunteer recruitment.
When should stall registrations close for a children’s Christmas market?: Close registrations about 2 to 3 weeks before the event. That leaves time to process applications, confirm reservations, create the floor plan and contact stallholders with arrival and setup instructions.
How many volunteers do I need for a children’s Christmas market?: Plan at least 1 volunteer for each children’s activity, plus 2 people for arrivals or the till and 1 floating coordinator. Add cover for breaks, busy periods and any activity involving hot water or electrical equipment.
When should I prepare the food and drinks for the market?: Buy non-perishable supplies 2 to 3 days before the event and collect refrigerated items as late as practical. Store chilled goods immediately, then set up hot water boilers, thermos flasks, coolers and serving equipment on the day.

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