Christmas Market at Haven: planning checklist

Use this checklist to organise the Christmas market at Haven in the right order, from confirming the site to clearing the setup area. The plan covers 73 tasks and 57 items, including permits, stallholder registrations, power, lighting, reusable tableware, food storage and waste collection. Start with the site, layout and suppliers before inviting visitors. Leave the final days for labels, fresh groceries, weather checks and setup details that are easy to overlook.

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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

Confirm date and location
Check permits
Draw the market layout
2 people
Contact stallholders
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve sales stalls
Reserve a power connection
Arrange waste collection
Publish the map
Finalize the participant list
Make stall labels
2 people
Make price tags
2 people
Schedule volunteers
Check the shopping list
2 people
Buy stock of shelf-stable products
2 people
Test decor and lighting
2 people
Collect Christmas trees
2 people
Buy fresh groceries
2 people
Store chilled products
2 people
Prepare stall numbers
Set out cash change
2 people
Check the weather forecast

Event

Clear the setup area
4 people
Unload booths
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Attach stall numbers
2 people
Lay power cables
3 people
Hang lighting
3 people
Put up Christmas trees
3 people
Hang decorations
3 people
Put up the information board
2 people
Set up the catering stand
4 people
Chill drinks
2 people
Prepare mulled wine
3 people
Prepare hot chocolate
2 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Install cash registers
2 people
Distribute change
2 people
Conduct a safety check
3 people
Brief volunteers
2 people
Receive booth holders
3 people
Have stalls set up
4 people
Welcome visitors
3 people
Serve snacks
4 people
Serve hot drinks
3 people
Serve cold drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep walkways clear
2 people
Close out the registers
2 people
Check out exhibitors
2 people
See visitors out
3 people
Store leftovers safely
2 people

Aftercare

Take down the stalls
6 people
Take down party tents
6 people
Gather tables and chairs
4 people
Remove lighting
3 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty coolers
2 people
Count inventory
2 people
Store materials clean and dry
3 people
Return borrowed materials
2 people
Remove Christmas trees
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 14
Folding chairsqty 40
Bar stoolsqty 8
Booth coversqty 12
Christmas tree standsqty 4
Crowd control barriersqty 10

Tableware

Reusable mugsqty 180
Reusable glassesqty 180
Reusable platesqty 180
Reusable cutleryqty 180
Storage crates for tablewareqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 16
Christmas wreathsqty 6
Christmas figuresqty 10
Table runnersqty 14
Diaper clothsqty 12
Chalkboardsqty 14
Booth number signsqty 12

Lighting

String lightsqty 16
LED lanternsqty 20
LED candlesqty 40
Outdoor extension cablesqty 12
Power stripsqty 10
Cable matsqty 12

Equipment

Mulled wine warmersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Coolersqty 4
Cash boxesqty 3
Card machinesqty 3
Thermos flasksqty 6
Flashlightsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Storage binsqty 12
Aluminum baking traysqty 8
Oven mittsqty 6
Kitchen towelsqty 12

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Work glovesqty 12
Waste binsqty 12
Trash bag holdersqty 12
Hand sanitizer pumpsqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the date, location and permits before contacting stallholders. Draw the market layout early so you know where party tents, market stalls, power connections and crowd-control barriers will go.
Set a firm deadline for stallholder registrations and dietary requirements. Finalise the participant list before making booth number signs, stall labels and the published map.
Book the power connection before testing string lights, LED lanterns, coffee machines and mulled wine warmers. Keep outdoor extension cables, power strips and cable mats ready for the setup day.
Buy shelf-stable stock first, then schedule fresh groceries close to the market date. Chilled products need a confirmed storage plan, not just space in a box or vehicle.
Assign volunteers to specific shifts and give them setup duties, not only visitor-facing jobs. Before opening, set out cash change, check the weather forecast and clear the setup area.

Frequently asked questions

How far in advance should I organise a Christmas market at Haven?: Start at least 8 to 12 weeks before the market. Confirm the date, location, permits, layout and power first, then allow several weeks for stallholder registrations and invitations.
When should I contact Christmas market stallholders?: Contact stallholders as soon as the date, location and basic layout are confirmed, ideally 6 to 8 weeks ahead. Set a registration deadline at least 3 weeks before the event so you can finalise the map and stall labels.
How much food and drink should I prepare for a Christmas market?: Use your confirmed participant and visitor estimate rather than buying everything at once. Buy shelf-stable products first, and arrange fresh groceries and chilled storage within 1 to 2 days of the market.
When should I check the weather for an outdoor Christmas market?: Check the forecast 7 days before the event and again 24 hours before setup. Use the final check to confirm tents, lighting, cable protection, staffing and whether the setup area is clear.

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.