Christmas market at Molen: planning checklist
A Christmas market at Molen needs more than stalls and decorations. Set the opening hours first, then work through permits, the layout, vendors, registrations, food, payments and staffing in that order. The final week is when overlooked details cause delays: power outlets, toilets, water, dietary requirements, cash registers and weather cover. This checklist gives you a clear sequence for handling the 72 tasks and 56 items in the plan.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set date and opening hours
2 people
Check permits and conditions
2 people
Create the market layout
2 people
Reserve booths and materials
Contact the participating sellers
2 people
Record vendors and activities
2 people
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Send final confirmation
Check power outlets
2 people
Check toilets and water supply
2 people
Set sale prices
2 people
Arrange payment options
2 people
Assign volunteers
2 people
Share run sheet and phone numbers
Check the weather forecast
Do the shopping
3 people
Check stock and materials
2 people
Prepare soup base
2 people
Prepare baked goods and snacks
3 people
Sort and chill drinks
2 people
Check Christmas decorations
2 people
Prepare cash registers
2 people
Clear the site
4 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Lay out power cables safely
3 people
Hang lighting
3 people
Set up the Christmas tree and decorations
3 people
Dress the stall tables
4 people
Set up signage
2 people
Set up the buffet and drinks station
3 people
Heat up soup and hot drinks
3 people
Set out snacks and pastries
2 people
Set out tableware and cutlery
2 people
Set up cash desk and information point
2 people
Conduct a safety check
2 people
Event
Receive vendors
3 people
Welcome visitors
2 people
Staff the information desk
2 people
Play Christmas music
Serve hot drinks
3 people
Serve soup and bread
3 people
Serve pastries and snacks
2 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Check the lighting
Deposit cash securely
2 people
Guide visitors to the exit
2 people
Let vendors unload
3 people
Aftercare
Store supplies securely
3 people
Collect tableware
3 people
Take down booths and tents
6 people
Clear tables and chairs
4 people
Remove lighting and cables
3 people
Store decorations safely
3 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the grounds and mill surroundings
4 people
Clean the restrooms
2 people
Count and check materials
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Close out the cash register and payments
2 people
Register lost and found items
Send a thank-you message to vendors
Finalize visitor information
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 8
- Party tentsqty 3
- Tablesqty 12
- Chairsqty 48
- Beer tablesqty 4
- Coat racksqty 2
- Checkout tablesqty 2
Tableware
- Reusable mugsqty 120
- Glassesqty 120
- Soup bowlsqty 100
- Platesqty 100
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Serving spoonsqty 8
- Serving traysqty 8
- Small bowlsqty 12
- Bread basketsqty 6
Decorations
- Artificial Christmas tree
- Christmas baublesqty 60
- Christmas garlandsqty 10
- Christmas wreathsqty 4
- Tableclothsqty 14
- Name badgesqty 30
- Christmas figuresqty 8
- Chalkboardsqty 8
- Directional signsqty 12
Lighting
- LED string lightsqty 12
- LED lanternsqty 10
- Work lightsqty 4
- Spare batteriesqty 24
Equipment
- Hot water boilersqty 3
- Thermos flasksqty 8
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 8
- Cable matsqty 12
- Bluetooth speakersqty 2
- Cash boxesqty 2
- Card machinesqty 2
Kitchen
- Hot platesqty 3
- Soup kettlesqty 3
- Saucepansqty 4
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 6
- Kitchen tongsqty 6
- Measuring cupsqty 4
- Kitchen thermometersqty 2
- Oven mittsqty 4
Cleaning
- Waste binsqty 8
- Mop setsqty 2
- Broomsqty 3
- Dustpan and brushqty 3
- Bucketsqty 4
- Reusable clothsqty 24
Catering
- Groceries
Tips
- Set the date and opening hours before contacting sellers. Vendors need the market timetable early, and the final confirmation should include arrival details, activities and a phone number for event-day questions.
- Draw the market layout before reserving equipment. Mark stalls, party tents, checkout tables, seating, coat racks, toilets, water points and power outlets so you can spot gaps before delivery day.
- Count serving equipment against your expected attendance, not just the number of sellers. Reusable mugs, glasses, soup bowls, plates and cutlery are easy to forget when food and drink are being prepared at separate tables.
- Finish operational checks during the final week. Confirm registrations and dietary requirements, check stock and materials, inspect Christmas decorations and test the cash registers before shopping and food preparation.
- Give every volunteer the same run sheet and phone list. Include who handles sellers, payments, food, setup and problems, then check the weather forecast early enough to adjust tents, lighting or staffing.
Frequently asked questions
- How far in advance should I plan a Christmas market at Molen?
- Start at least 8 to 12 weeks before the market. Use the first weeks for the date, opening hours, permits, layout and vendor contacts; leave the final 7 days for confirmations, shopping, weather checks and setup planning.
- When should Christmas market vendors receive their final confirmation?
- Send the final confirmation 5 to 7 days before opening. Include the arrival time, stall position, activities, payment arrangements, contact numbers and any requirements they submitted.
- How much food and drink should I prepare for a Christmas market?
- Base quantities on confirmed registrations and expected visitors, then add a small reserve rather than guessing on the day. Prepare the soup base and baked goods close to the event, and sort and chill drinks before setup so service can start immediately.
- What should I check the day before a Christmas market?
- Check the weather, power outlets, toilets, water supply, stock, materials, decorations and cash registers. Also confirm volunteer assignments and make sure stalls, tables, lighting, signs and serving equipment are ready for loading or setup.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!