Christmas Market by the Water checklist

A Christmas Market by the Water needs more than stalls and festive food. You have to settle access to the waterfront, power, toilets, waste collection, exhibitor timings, and a safe route near the water before setup day. This checklist puts the work in a practical order, from permits and reservations to food, drinks, volunteers, and final checks. Use it to see what must be booked early and what can wait until the last 24 hours.

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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

Check the permit
Reserve venue and stalls
Reserve power supply
Arrange waste collection
Reserve toilet facilities
Confirm suppliers
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the booth layout
2 people
Work out the floor plan
Mark off route to water
2 people
Inform exhibitors
Assign volunteers
2 people
Create safety instructions
2 people
Agree on Key and Access Times
Check the weather forecast
Check stock
2 people
Finalize shopping list
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up high tables
2 people
Set up cash register and change
2 people
Receive deliveries
3 people
Inspect the site
2 people
Set up the stalls
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Connect power
2 people
Hang decorations
3 people
Place menu boards
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Check toilets
2 people
Set out first aid kit
Carry out safety checks
2 people
Welcome exhibitors
3 people
Guide vendors to their spots
2 people
Check price lists
2 people
Give volunteer briefing
2 people

Event

Open the gates
3 people
Welcome visitors
3 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
3 people
Clear away dishes
2 people
Empty trash bins
2 people
Restock toilets
Check the lighting
Keep the waterfront clear
2 people
Inform last visitors
2 people
Stop sales and music
2 people
See visitors out
3 people

Aftercare

Close out the registers
2 people
Chill perishable stock
2 people
Take down the stalls
4 people
Turn off lights
2 people
Remove decorations
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 40
High tablesqty 8
Stoolsqty 16
Checkout tablesqty 2
Storage binsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Soup kettlesqty 3
Food warmersqty 4
Coolersqty 6
Card machinesqty 3
Extension cordsqty 8
Power stripsqty 8
Handheld microphonesqty 2
Speakersqty 2
Cable matsqty 10

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Thermos flasksqty 8
Serving spoonsqty 12
Kitchen tongsqty 8
Aluminum foil dispensersqty 2

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Buntingqty 12
Christmas wreathsqty 8
Tableclothsqty 18
Menu boardsqty 16
Chalkboardsqty 8

Lighting

String lightsqty 16
LED lanternsqty 20
LED candlesqty 40
Batteriesqty 48

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Toilet brushesqty 4
Towel roll holdersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Crowd control barriersqty 20
Rolls of barrier tapeqty 6
Fire extinguishersqty 4
Life ringsqty 2

Other

Cable tiesqty 200
Duct tapeqty 8
Table clampsqty 40
Tool casesqty 3
Cash boxesqty 3
Price sign holdersqty 30
Clothes hangersqty 40

Catering

Groceries

Tips

Check the permit and waterfront access conditions before booking stalls or inviting exhibitors. Mark the route to the water on the floor plan and include it in the safety instructions.
Reserve power, toilets, waste collection, tents, and market stalls early. Power is easy to overlook when coffee machines, kettles, soup kettles, warmers, card machines, and speakers all need access.
Set clear key and access times for exhibitors and volunteers at least 1 week before the market. Give each person a role, arrival time, and contact point so setup does not depend on one organiser.
Collect dietary requirements during registration, then confirm suppliers and finalise the shopping list 2 to 3 days before the event. Collect fresh produce as late as practical and keep chilled drinks cold until service.
Check the weather forecast 48 hours before opening and again on the morning itself. Test extension cords, power strips, cable mats, microphones, speakers, and card machines before visitors arrive.

Frequently asked questions

How early should I start planning a Christmas Market by the Water?: Start at least 8 to 12 weeks before the market. Use the first weeks for the permit, venue and stall reservations, power, toilets, waste collection, suppliers, and exhibitor invitations.
When should exhibitors receive their access times?: Confirm key and access times at least 1 week before the event, then send a final reminder 24 hours beforehand. Include the route to each stall, unloading instructions, and the name of the volunteer responsible for arrivals.
When should I buy food and chill the drinks?: Finalise the shopping list 2 to 3 days before the market and collect fresh produce as close to opening as possible. Chill drinks on the day before, or early on the event day if your coolers have enough capacity.
How long before opening should the Christmas market setup be finished?: Allow at least 3 hours for setup, with exhibitors arriving during agreed access times. Complete the floor plan, safety route, power checks, food warmers, checkout tables, and high tables before the public enters.

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.