Christmas Market at Beursgebouw: Planning Checklist

Organising a Christmas market at Beursgebouw involves more than booking the venue and arranging stalls. You need a clear floor plan, confirmed stallholders, supplier deliveries, visitor information and a workable setup schedule. Food, drinks, cash handling and power supplies are easy to leave until the last minute. Use this checklist to work through the planning in the right order, from the first arrangements to the final tables, trees and refreshments on site.

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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

Record date and times
2 people
Book the exhibition hall
Create a market map
2 people
Arrange market stalls
2 people
Contact suppliers
2 people
Register stallholders
2 people
Process registrations
2 people
Collect dietary requirements
Confirm reservations
Send invitations
2 people
Publish visitor information
Assign volunteers
2 people
Schedule deliveries
Check the shopping list
2 people
Do the shopping
3 people
Inform stall holders
Prepare cash register and change
2 people
Sort drink vouchers
2 people
Label stock
2 people
Prepare snacks
4 people
Chill drinks
2 people
Put up Christmas trees
3 people
Set up the market stalls
6 people
Set up tables and chairs
4 people
Set up high tables
3 people
Hang decorations
4 people
Hang lighting
3 people
Test sound system
2 people
Set out Christmas music
Check toilets
2 people
Place arrows and signs
2 people
Check fire extinguishers
Prepare first aid supplies
Receive booth holders
3 people
Assign stall spaces
3 people
Have stall holders set up
6 people
Set up the registration desk
2 people
Set up the catering counter
4 people
Brief volunteers
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Staff the entrance
2 people
Process receipts and payments
3 people
Serve snacks
4 people
Serve hot drinks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Clear tables
2 people
Wash dishes
2 people
Check toilets
Provide visitor information
2 people
Play Christmas music
Support stallholders
2 people
See off the last visitors
3 people

Aftercare

Close the register
2 people
Clear away catering supplies
4 people
Have stallholders pack up
6 people
Take down market stalls
6 people
Clear tables and chairs
4 people
Remove decorations
4 people
Dismantle lighting
3 people
Collect waste
4 people
Clean tableware and kitchen
3 people
Clean the floors
3 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Return materials
3 people
Store leftover stock
2 people
Hand over the venue
2 people
Register lost and found items

What to bring

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

Furniture

Market stallsqty 24
Foldable tablesqty 12
Bistro tablesqty 18
Chairsqty 120
High tablesqty 12
Stoolsqty 24
Coat racksqty 4

Tableware

Platesqty 150
Bowlsqty 100
Mugsqty 150
Glassesqty 150
Coffee spoonsqty 100
Forksqty 150
Knivesqty 150
Napkinsqty 500

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 4
Refrigeratorsqty 3
Coolersqty 6
Extension cordsqty 12
Power stripsqty 12
Speakersqty 2
Microphone
Cash registersqty 3
Card machinesqty 3
Christmas Tree Standsqty 4

Decorations

Christmas treesqty 4
Christmas baublesqty 200
Christmas garlandsqty 20
Christmas wreathsqty 8
Christmas figuresqty 12
Tableclothsqty 30
Diaper clothsqty 24
Wayfinding signsqty 12

Lighting

LED light stringsqty 24
LED lampsqty 20
Light projectorsqty 4
Batteriesqty 48

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 8
Serving spoonsqty 6
Scissorsqty 6
Measuring cupsqty 4
Storage binsqty 20
Thermos flasksqty 8
Aluminum foilqty 4
Cling filmqty 4
Baking traysqty 6

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries

Tips

Create the market floor plan before confirming stallholders. Mark every market stall, table, seating area, coat rack and service point so you can check that the available space and walking routes work.
Set deadlines for stallholder registrations and dietary requirements several weeks before the market. Confirm each reservation after processing the registration, then send the final practical information before the event.
Schedule deliveries with specific arrival times rather than accepting a general delivery window. This prevents suppliers, furniture, Christmas trees and refreshments from competing for the same access point during setup.
Check power requirements before bringing in coffee machines, kettles, refrigerators, speakers and card machines. Map extension cords and power strips in advance, keeping cables away from visitor routes.
Prepare cash, change and consumables before opening day. Sort the consumption vouchers, label stock, chill drinks and prepare snacks early enough that the first hour is not spent restocking or looking for supplies.

Frequently asked questions

How far in advance should I book Beursgebouw for a Christmas market?: Book the Beursgebouw as soon as you have a preferred date and opening hours, before confirming stallholders or suppliers. Allow at least 8 to 12 weeks for the venue arrangement, floor plan and delivery schedule.
When should Christmas market stallholders register?: Set the registration deadline at least 4 weeks before the market. Use the following week to process registrations, collect dietary requirements and confirm reservations before publishing final visitor information.
How early should setup start for a Christmas market at Beursgebouw?: Allow at least 4 to 6 hours for setup, depending on the number of stalls and deliveries. Build in time for market stalls, tables and chairs, high tables, Christmas trees, refreshments, cash registers and sound equipment before opening.
How much food and drink should I prepare for the first hour?: Plan two to three drinks per visitor for the first hour, then adjust using your expected attendance and event length. Prepare snacks and chilled drinks before doors open, and keep a labelled reserve ready for restocking.

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.