Christmas market with brunch checklist

Organising a Christmas market with a Christmas brunch means coordinating stalls, food, guests and equipment on one timeline. Start by confirming the date, venue, permits and stall suppliers before you invite anyone. Then set brunch prices, collect dietary requirements and map out the stalls, buffet and seating. During the final week, check power, decorations, stock and the weather, then prepare fresh ingredients and payment equipment on the day before or morning of the event.

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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
2 people
Check permits
Reserve suppliers
Contact Christmas stall vendors
2 people
Put together the brunch menu
2 people
Set the budget and prices
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create booth layout
2 people
Send visitor information
Confirm registrations
Check the inventory list
2 people
Order groceries
2 people
Check Christmas decorations
2 people
Check power outlets
2 people
Check the weather forecast
Inform stall holders
Pick up fresh groceries
2 people
Sort brunch ingredients
2 people
Prepare bread and pastries
3 people
Wash and cut vegetables
2 people
Prepare cold dishes
3 people
Set out crockery and glassware
2 people
Arrange cash and card reader
Build party tents
4 people
Set up booth tables
4 people
Set up brunch buffet
4 people
Set up seating
3 people
Hang lighting
3 people
Apply decorations
3 people
Connect extension cords
2 people
Prepare coffee and tea
2 people
Prepare hot brunch dishes
4 people
Place buffet labels
2 people
Set aside diet meals
2 people
Receive booth holders
2 people
Set up stalls
4 people
Set up entrance and wayfinding signs
2 people
Test audio and microphone
2 people
Check toilets
Set up the opening table
2 people

Event

Welcome visitors
3 people
Open the brunch buffet
3 people
Serve brunch dishes
5 people
Serve coffee and tea
2 people
Support stallholders
2 people
Refill drinks
2 people
Refill buffet regularly
3 people
Clear used dishes
3 people
Wash dishes
2 people
Empty trash bins
2 people
Refill hot drinks
2 people
Check the lighting
Provide music
Guide visitor flow
2 people
Close down the stalls
4 people
Last Call Drinks
2 people
Wave goodbye to visitors
3 people

Aftercare

Clean up the buffet and kitchen
4 people
Collect tableware and glassware
3 people
Sort and dispose of waste
3 people
Dismantle stalls and tables
4 people
Take down party tents
4 people
Remove lighting and cables
3 people
Remove decorations
3 people
Thoroughly clean the venue
4 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Distribute leftover food
2 people
Collect lost property
Settle up with vendors
Send a thank-you message
Prepare the final settlement

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 10
Buffet tablesqty 4
Bistro tablesqty 8
Folding chairsqty 80
Tableclothsqty 14
Blankets for stallsqty 10
Clothes racksqty 4

Tableware

Platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Drinking glassesqty 120
Wine glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving plattersqty 20
Serving utensilsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 3
Food warmersqty 6
Coolersqty 4
Refrigeratorsqty 2
Sound system
Microphone
Cash boxesqty 2
Payment terminal

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 20
Thermos flasksqty 8
Water jugsqty 8
Serving tongsqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas wreathsqty 6
Buntingqty 12
Christmas scene
Table décorqty 14
Name card holdersqty 80

Lighting

String lightsqty 12
LED lampsqty 20
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8

Cleaning

Waste binsqty 8
Mop setsqty 3
Broomsqty 3
Dustpan and brushqty 3
Cleaning bucketsqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Book the venue, permits and market stall vendors before sending invitations. Allow at least six to eight weeks for supplier confirmations and any required approvals.
Set the brunch menu and prices before registrations open, then ask every guest for dietary requirements during sign-up. Use the final confirmed numbers to order groceries and plan portions.
Draw the booth layout with clear positions for market stalls, buffet tables, bistro tables and seating. Check that each food or drink station is close enough to the power outlets it needs.
Complete an equipment check at least one week ahead. Count plates, dessert plates, cups, glasses, cutlery, serving utensils, coffee machines, kettles, coolers and payment equipment rather than assuming they are available.
Buy fresh groceries shortly before the event and prepare cold dishes, vegetables, bread and pastries in a fixed sequence. Set out crockery and glassware before guests arrive, and test the card reader and cash boxes at least 30 minutes beforehand.

Frequently asked questions

How far in advance should I organise a Christmas market with brunch?: Start six to eight weeks before the event. Confirm the date, location, permits and stall suppliers first, then open registrations once the menu, prices and visitor information are ready.
How much food should I order for a Christmas brunch?: Order against the final confirmed guest count and add around 10% for unexpected demand. Keep dietary requirements separate in your planning so vegetarian, vegan or allergy-friendly portions are not absorbed into the general total.
When should I collect dietary requirements for the brunch?: Ask for them when guests register, ideally no later than two weeks before the event. Confirm the final list three to five days before shopping and preparing the dishes.
What should I check the day before a Christmas market brunch?: Check the weather, power outlets, decorations, inventory and stall-holder information the day before. Pick up fresh groceries, sort ingredients and make sure the payment terminal, cash boxes and serving equipment are ready before setup starts.

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.