Christmas goods market checklist

A Christmas goods market needs more than tables and decorations. Set the date and location first, then build the exhibitor list, assign pitches and confirm what each seller needs. In the final week, focus on access, lighting, price tags, payment equipment, chilled products and clear visitor routes. Use this checklist to keep registrations, supplies and setup in the right order, without leaving essential jobs until the morning of the market.

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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 the market date and times
2 people
Confirm market location
2 people
Assign pitches
2 people
Draw up sales terms
2 people
Recruit vendors
3 people
Send invitations
2 people
Announce market online
2 people
Process registrations
2 people
Collect dietary requirements
Update the exhibitor list
2 people
Confirm exhibitors
2 people
Reserve parking and loading spaces
Book catering
2 people
Collect Christmas decorations
3 people
Check tables and chairs
2 people
Test the lighting
2 people
Check tools
Prepare price tags
2 people
Make arrows and route signs
2 people
Prepare receipts
Create inventory list
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Chill drinks
2 people
Sorting packaging
2 people
Prepare cash register change
2 people
Open venue
2 people
Clear the loading zone
2 people
Set up tables and chairs
4 people
Arrange stands
4 people
Distribute power outlets
2 people
Hang lighting
3 people
Hang decorations
3 people
Welcome exhibitors
3 people
Set up sales tables
6 people
Display stall prices clearly
3 people
Set up the catering table
3 people
Make coffee and tea
2 people
Set up the cash register
2 people
Place entrance signs
2 people
Check safe walking routes
2 people

Event

Officially open the market
2 people
Welcome visitors
3 people
Support exhibitors
2 people
Manage the cash register
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Register lost property
Announce final sales round
Close the market
3 people

Aftercare

Check out exhibitors
3 people
Close the register
2 people
Collect unsold items
4 people
Dismantle tables and chairs
4 people
Remove lighting
3 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people
Empty coolers
2 people
Return deposit and keys
Store leftover stock
2 people
Settle up with vendors
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 18
Chairsqty 36
Foldable tablesqty 4
Clothes racksqty 6
Stoolsqty 6
Party tentsqty 4
Tableclothsqty 18
Clothing coversqty 20
Storage cratesqty 20
Transport cartsqty 2

Lighting

String lightsqty 12
LED lampsqty 10
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas wreathsqty 6
Christmas garlandsqty 12
Poinsettiasqty 8
Christmas clothqty 4
Decorative gift boxesqty 10
Directional signsqty 12
Booth numbersqty 30
Prize card holdersqty 80
Price listsqty 30
Information boardsqty 6
Christmas postersqty 10

Equipment

Cash register
Payment terminal
Cash drawer
Mobile phoneqty 2
Chargersqty 3
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Handheld megaphone
Hand trucksqty 3
Cable reelsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Pitcherqty 3

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 12
Serving tongsqty 6
Thermos cupsqty 100
Aluminum foilqty 2
Food storage containersqty 8

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizer pumpsqty 6
Toilet brushesqty 2

Groceries

Groceries

Tips

Set the date, opening hours and location before inviting vendors. Allow at least two weeks between sending invitations and the registration deadline, so you have time to process replies and fill empty pitches.
Assign pitches only after you know how many exhibitors are confirmed and what they sell. Keep a simple exhibitor list with dietary requirements, loading needs and contact details, then send the final layout at least three days before opening.
Reserve parking and loading spaces in advance and mark the route from unloading to the stalls. This prevents vendors from blocking visitor access while tables, clothing racks, party tents and decorations are being brought in.
Test string lights, LED lamps, extension cords, power strips and cable mats before setup day. Check every payment terminal, cash register, cash drawer, charger and phone, and prepare a backup way to record sales if power or connectivity fails.
Prepare price tags, receipts, packaging and the inventory list before vendors arrive. Chill drinks and other chilled products in good time, and collect catering requirements early so coffee, hot drinks and food can be served from the start.

Frequently asked questions

How far in advance should I organise a Christmas goods market?: Start planning at least 6–8 weeks before the market. Set the date and location first, invite vendors next, and keep the final 7 days for confirmations, supplies, signage and testing.
When should Christmas market vendors confirm their pitch?: Set a registration deadline around 3 weeks before opening and confirm exhibitors no later than 7 days before the market. Send each vendor their pitch, arrival time, loading instructions and sales terms.
How many tables and chairs do I need for a Christmas goods market?: Plan the furniture from the confirmed pitch layout, allowing one clearly defined stall area per vendor. Check tables, foldable tables, chairs, stools, clothes racks and party tents at least 3 days before setup, including replacements for damaged items.
When should I test lighting and payment equipment for a Christmas market?: Test lighting, extension cords and cable safety 1–2 days before the market, then repeat a quick check during setup. Charge phones and payment terminals overnight and prepare the cash drawer, receipts and price tags before vendors arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.