What you need for a Christmas Market at the Castle

A castle market needs more than stalls and decorations. This shopping list covers the practical supplies for serving coffee, tea, drinks, soup, cookies and pastries while stallholders and visitors move through the rooms. Plan tableware by expected attendance, and check power access before buying or hiring equipment. Fresh produce, chilled drinks, printed signs and payment supplies are easy to leave until the last day, so set aside time for them at least 24 hours before opening.

Organize this event for free with Lizzt

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Changing room screensqty 2
Cash register table

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Drinking glassesqty 150
Wine glassesqty 80
Platesqty 150
Soup bowlsqty 100
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 12
Serving traysqty 12
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 12
Power stripsqty 8
Cash box
Payment terminalqty 2
Walkie-talkiesqty 6

Lighting

String lightsqty 12
LED lampsqty 20
LED candlesqty 40
Batteriesqty 40

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas figuresqty 10
Tableclothsqty 20
Diaper clothsqty 12
Name badgesqty 30
Directional signsqty 12
Program leafletsqty 250
Floor plansqty 150

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Bowlsqty 16
Bread basketsqty 8
Aluminum traysqty 20

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 2
Waste binsqty 12

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Hot chocolate - 12 liters
- Mulled wine - 24 liters
- Non-alcoholic mulled wine - 8 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Bitter lemon - 6 liter
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 12 bottles
- Bubbles - 6 bottles
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 aerosol cans
- Sugar - 5 kilo
- Sweetener - 2 boxes
- Cinnamon - 4 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Oranges - 5 kilos
- Lemons - 3 kilos
- Apples - 8 kilos
- Grapes - 4 kilos
- Mandarins - 6 kilos
- Christmas stollen - 8 pieces
- Apple pies - 6 pieces
- Spiced cookie bits - 6 kilo
- Spiced biscuits - 5 packs
- Christmas cookies - 5 kilos
- Brownies - 6 trays
- Mini muffins - 8 boxes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 kilo
- Pretzels - 4 bags
- Cheese cubes - 5 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Grape jam - 3 jars
- Baguettes - 20 pieces
- Mini rolls - 200 pieces
- Rye bread - 6 packs
- Hummus - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 kilo
- Olives - 3 kg
- Pickles - 3 jars
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 2 liters
- Garlic sauce - 2 liters
- Tomato soup - 20 liters
- Vegetable soup - 15 liters
- Baguette croutons - 2 kilos
- Butter - 2 kilos
- Olive oil - 2 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 2 jars
- Allergen labels - 2 rolls
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Stirrers - 500 pieces
- Cardboard snack trays - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 20 pairs
- Freezer bags - 2 boxes

Tips

Allow 2–3 drinks per visitor for the first hour, then about 1 drink per hour. Add extra coffee cups, tea glasses and drinking glasses because used items will not return immediately for washing.
For food service, allow 1 plate per pastry or snack, 1 soup bowl per planned serving, and at least 1 knife, fork and spoon per guest who may eat on site. Keep serving spoons and trays separate from guest tableware.
Check every coffee machine, kettle, food warmer and refrigerator at least 48 hours before the market. Count sockets in each castle room and bring extension cords and power strips only after confirming that the circuits can handle the load.
Prepare one cash box and one payment terminal for each active payment point, plus a small reserve of change. Test the terminal and its connection the day before, not when the first stallholder arrives.
Collect fresh produce and chill drinks no earlier than necessary, ideally on the morning of the market or the previous evening. Keep cookies and pastries covered until setup, and place thermos flasks near the serving area to reduce queues.

Frequently asked questions

What tableware do I need for a Christmas market at a castle?: For every 10 expected guests, start with 10 coffee cups, 10 tea glasses, 10 drinking glasses, 10 plates and 10 sets of knives, forks and spoons. Add 20% extra if there is no fast washing-up service, and include soup bowls, wine glasses and serving utensils if those items are on the menu.
How many drinks should I buy for a Christmas market?: Budget for 2–3 drinks per visitor during the first hour and 1 drink per hour after that. Buy a separate reserve of about 10% for volunteers, stallholders and unexpected demand, then chill drinks at least 12 hours before opening.
How many coffee machines and kettles do I need?: One coffee machine and one kettle may serve around 30–40 visitors per hour if the queue is short. For a busier market, use one serving point per 40 guests per hour and confirm the available power supply at least 48 hours before setup.
When should I prepare the shopping for a Christmas market?: Check stock and complete the main shopping 2–3 days before the market. Buy fresh produce and collect chilled drinks within 24 hours of opening, then set out cookies, pastries and serving equipment during the final 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.