Christmas Market with Living Nativity Checklist

A Christmas market with a living nativity needs more than stalls and decorations. You are coordinating market traders, visitors, volunteers, animals, food service, payments and a safe site at the same time. Start with the date, opening hours and site layout, then work through permits, suppliers, registrations and staffing. In the final week, confirm animal care, power, weather arrangements, cash, card terminals and every item needed for serving hot drinks and food.

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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

Set date and opening hours
2 people
Determine the venue and site layout
3 people
Submit permits and notifications
Reserve stalls and tents
Reserve the nativity scene and animals
Contact suppliers for the market
2 people
Confirm market participants
2 people
Send invitations
2 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
Publish route and parking information
Schedule volunteers for market stalls
2 people
Schedule volunteers for the bar
2 people
Schedule animal caretakers
Create first aid and emergency plan
2 people
Determine power points and cable route
2 people
Record the schedule and performances
2 people
Select carols and music
Check the shopping list
2 people
Arrange cash and change
2 people
Test payment terminals
2 people
Check the weather forecast
Do the shopping
3 people
Sort Christmas decorations
2 people
Check party tents and stalls
3 people
Prepare Animal Enclosures
3 people
Set out stock and cash register supplies
2 people
Prepare snacks
4 people
Prepare hot drinks
2 people
Clear the site
4 people
Build party tents
6 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Set up the nativity scene
4 people
Place fences around the nativity scene
3 people
Hang lighting
4 people
Tape down cables securely
2 people
Hang decorations
4 people
Connect the sound system
2 people
Set up the cash register and payment point
2 people
Set up dishes and the serving station
3 people
Put up signs and signage
2 people
Check and Refill Toilets
2 people
Acclimate animals to the accommodation
2 people
Carry out a safety check
2 people

Event

Receive market participants
3 people
Welcome visitors
3 people
Operating the cash register
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Oversee the nativity scene
2 people
Give animals water and feed
2 people
Give animals rest breaks
2 people
Present the Christmas story
3 people
Accompany Christmas carols
3 people
Lead the light parade
4 people
Close the market stalls
3 people
Take animals to their rest area
3 people
Guide visitors to the exit
3 people

Aftercare

Close the register
2 people
Wash dishes
3 people
Store food safely
2 people
Collect waste
4 people
Clean the grounds
5 people
Turn off lights
2 people
Take down decorations
4 people
Dismantle tents and stalls
6 people
Return furniture
4 people
Take down the nativity scene
4 people
Store materials clean and dry
3 people
Return borrowed items
2 people
Process leftover stock
2 people
Register lost property

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Nativity scene fencingqty 8
Changing room screenqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Glassesqty 150
Platesqty 180
Bowlsqty 100
Cutlery setsqty 180
Serving spoonsqty 12
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 4
Soup kettlesqty 3
Coolersqty 6
Payment terminalsqty 3
Cash registersqty 2
Speakersqty 2
Mixer
Microphonesqty 3
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Soup potsqty 4
Serving traysqty 12
Measuring cupsqty 4
Oven mittsqty 6

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Artificial Christmas branchesqty 30
Fabric table runnersqty 18
Hay balesqty 12
Wooden crib

Lighting

LED light stringsqty 20
LED lanternsqty 20
Battery lightsqty 30
Cable matsqty 10

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Crowd control barriersqty 12
Non-slip matsqty 12
Safety vestsqty 12
Flashlightsqty 6

Animal care

Drinking bowlsqty 4
Feed bowlsqty 4
Hay netsqty 3
Buckets of waterqty 4
Animal transport cratesqty 3
Wooden scoopsqty 2
Rubber bootsqty 4

Cleaning

Waste binsqty 10
Waste binsqty 4
Bucketsqty 6
Broomsqty 6
Litter pickersqty 4
Cleaning clothsqty 30
Dish brushesqty 6
Hand soap dispensersqty 8
Paper towel dispensersqty 6

Communication

Walkie-talkiesqty 8
Name badgesqty 40
Clipboardsqty 8
Pensqty 20
Christmas market signageqty 20
Price listsqty 20

Catering

Groceries

Tips

Reserve the nativity scene, animals and suitable fencing early, then assign named animal caretakers for every opening period. Do not leave animal supervision to general market volunteers.
Map every power point and cable route before stalls are placed. Test coffee machines, kettles, warming equipment, speakers and payment terminals on site, using cable reels and extension cords safely away from visitor paths.
Set a registration deadline for dietary requirements and share the final information with food and drink volunteers. This prevents last-minute questions when soup, coffee and other refreshments are being served.
Create separate volunteer schedules for market stalls, the bar and animal care. Include handover times and a short overlap, so no post is left unattended during breaks.
Publish parking and route information before the event, and prepare a weather decision point at least 24 hours beforehand. Check whether tents, decorations, lighting and the nativity area still work safely in the forecast conditions.

Frequently asked questions

How far in advance should I organise a Christmas market with a living nativity?: Start planning at least 12 weeks before the market. Submit permits and notifications early, because the site layout, tents, animals, food service and opening hours may all affect what must be approved.
How many volunteers do I need for a living nativity Christmas market?: Plan separate cover for market stalls, the bar, first aid and animal care, rather than relying on one shared pool. For animal care, schedule at least two named people per shift so breaks and handovers are covered.
When should I confirm the market participants and dietary requirements?: Set participant confirmation and dietary information deadlines 2 to 3 weeks before opening. Use the final responses to brief suppliers and prepare the correct serving equipment and food arrangements.
When should I test payment terminals and prepare cash?: Test every payment terminal and cash register during the final week, then test them again during site setup. Prepare cash and change before opening day, and keep a written record of who is responsible for each till.

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