Christmas market checklist: what to arrange and when

Planning a Christmas market means coordinating stalls, suppliers, volunteers, power, food and decorations before visitors arrive. Start with the date, location and permits, then register stallholders and assign their spaces. In the final week, confirm deliveries, print the run sheet and schedule volunteers. On the day, set up stalls and lighting first, then prepare hot drinks, snacks and chilled drinks so service can start on time.

Organize this event for free with Lizzt

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
Check power outlets
2 people
Contact stallholders
2 people
Register stallholders
Assign stalls
2 people
Send invitations
2 people
Make promotional posters
Distributing posters
3 people
Publish event online
Process registrations
Collect dietary requirements
Coordinate deliveries with stall holders
Inventory electrical appliances
Make reservations for materials
Print the run sheet
Create the volunteer schedule
2 people
Share volunteer contact list
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Sort Christmas decorations
2 people
Prepare snacks
4 people
Prepare hot drinks
3 people
Test Christmas lights
2 people
Cordon off the area
3 people
Set up the market stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Lay out power cables safely
3 people
Hang lighting
4 people
Hang decorations
4 people
Receive booth holders
2 people
Direct stall holders to their booths
2 people
Set up the buffet and bar
4 people
Lay out crockery and cutlery
2 people
Set up the register and change
2 people
Set up information table
2 people
Check toilets
2 people
Carry out a safety check
2 people

Event

Welcome visitors
3 people
Provide information
2 people
Staff the cash register
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Check toilets periodically
2 people
Play Christmas music
Check lighting decorations
Support stallholders
2 people
Inform last visitors
2 people
Close the Sales and Bar
3 people
Store the cash register securely
2 people

Aftercare

Have stallholders pack up
6 people
Collect tableware
3 people
Collect waste
4 people
Clear tables and chairs
5 people
Turn off lights
2 people
Remove decorations
3 people
Wash dishes
3 people
Clean materials
3 people
Sweep the site
3 people
Take waste to the collection point
2 people
Count inventory
2 people
Return rented materials
2 people
Store leftover stock
2 people
Return venue keys
Collect lost and found items
Archive photo and promotional materials
Send thank-you message

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Foldable tablesqty 12
High tablesqty 4
Folding chairsqty 80
Bar stoolsqty 8
Blanketsqty 12
Stall weightsqty 24

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Thermos flasksqty 8
Soup bowlsqty 80
Napkin holdersqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 20
Christmas wreathsqty 6
Poinsettiasqty 12
Table décorqty 12
Nativity scene
Santa costume

Lighting

String lightsqty 12
LED lampsqty 20
Battery lanternsqty 12
Extension cordsqty 12
Power stripsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot boxesqty 4
Soup kettlesqty 3
Coolersqty 6
Bluetooth speakersqty 2
Microphone
Cash boxesqty 2
Card machinesqty 2
Hand trucksqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24

Cleaning

Waste binsqty 10
Broomsqty 4
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Setup

Crowd control barriersqty 12
Conesqty 12
Route signsqty 8
Information boardsqty 4
Price tagsqty 60
Clipboardsqty 6
Pen setsqty 6
Tapeqty 8
Cable tiesqty 100
Ropeqty 4

Safety

Flashlightsqty 6
Reflective vestsqty 12
Non-slip matsqty 8

Catering

Groceries

Tips

Confirm the location, permits and available power outlets before inviting stallholders. Check how many outlets work and where extension leads or electrical equipment may need to go.
Register stallholders before assigning stalls, then collect dietary requirements and delivery details in the same registration process. This prevents last-minute changes to food service and unloading.
Reserve market stalls, tents, tables, chairs and stall weights early. Outdoor tents and decorations need secure weights, while blankets and seating help visitors stay longer in cold weather.
Create the volunteer schedule and share the contact list at least 3 days before the market. Include arrival times, setup duties, stall support and who handles deliveries or electrical checks.
Finish shopping and non-perishable setup 1 day before the event. Chill drinks several hours in advance, and prepare thermos flasks, cups, soup bowls and serving trays before opening.

Frequently asked questions

How far in advance should I plan a Christmas market?: Start planning at least 8 to 12 weeks before the market. Confirm the date, location and permits first, then allow several weeks to register stallholders, arrange materials and promote the event.
When should Christmas market stallholders register?: Set a registration deadline around 3 to 4 weeks before the market. This gives you time to assign stalls, collect dietary requirements and coordinate deliveries with each stallholder.
When should I print the Christmas market run sheet?: Print the run sheet 1 to 2 days before the event, after deliveries, volunteers and setup times are confirmed. Keep printed copies at the information point and with the event coordinator.
How early should I prepare drinks for a Christmas market?: Chill cold drinks at least 4 hours before opening. Prepare hot drinks shortly before service and fill thermos flasks in batches so they stay hot without being left out all day.

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.