Christmas market checklist and planning guide

A Christmas market needs more than stalls and decorations. You must coordinate stallholders, permits, power, food, volunteers, payments and weather preparations before opening day. Start with the date, opening hours and venue layout, then work through registrations, suppliers and promotion. In the final week, confirm deliveries, check equipment and prepare refreshments. This checklist gives you a practical order for organising the market, with the detailed tasks and supplies listed below.

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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
Divide up the venue and grounds
2 people
Check permits
Contact stallholders
2 people
Process registrations
2 people
Confirm booth layout
2 people
Send invitations
2 people
Post promotion online
Collect dietary requirements
Reserve deliveries
Check power outlets
2 people
Schedule volunteers
2 people
Inform suppliers
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Sort Christmas decorations
2 people
Prepare name badges
Print floor plan
Prepare Christmas gift packs
2 people
Stock the refrigerators
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Set up Christmas stalls
8 people
Set up tables and chairs
5 people
Lay power cables
2 people
Hang lighting
4 people
Hang decorations
4 people
Set up kids' corner
3 people
Set up the photo spot
2 people
Set up the information desk
2 people
Set up the cloakroom
2 people
Set up the register and change
2 people
Hang up menus
2 people
Post allergen information
2 people
Check toilets
2 people
Inspect the site for safety
3 people

Event

Receive booth holders
2 people
Welcome visitors
3 people
Staff the info desk
2 people
Supervise children's activities
4 people
Supervise Christmas craft table
2 people
Lead a storytelling session
Welcome Santa Claus
2 people
Guide Santa Claus
2 people
Serve mulled wine
3 people
Serve hot chocolate
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock buffet supplies
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Clean the toilets in between
2 people
Check lights and cables
Inform stallholders about closing
2 people
Escort the last visitors
3 people

Aftercare

Take down the stalls
8 people
Remove decorations
4 people
Switch off equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Put furniture back
5 people
Sweep the grounds
3 people
Final cleaning of the toilets
2 people
Gather borrowed items
2 people
Return rental items
2 people
Store leftover food
2 people
Empty refrigerators
2 people
Store materials clean and dry
3 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 12
Market stallsqty 12
Tablesqty 14
Folding chairsqty 80
Beer tablesqty 8
Coat racksqty 3
Stoolsqty 12
Crowd control barriersqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 3
Mulled wine warmerqty 2
Food warmersqty 4
Refrigeratorsqty 2
Coolersqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 8
Tool casesqty 2

Lighting

String lightsqty 14
LED lampsqty 12
Battery lanternsqty 8
Batteriesqty 32

Decorations

Christmas treesqty 6
Christmas baublesqty 80
Christmas garlandsqty 18
Christmas wreathsqty 8
Christmas figuresqty 10
Tableclothsqty 18
Photo backdrop
Photo propsqty 12

Tableware

Coffee cupsqty 100
Mulled Wine Cupsqty 120
Juice glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Pliersqty 10

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Storage binsqty 12
Thermos flasksqty 8
Measuring cupsqty 4
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Children's activities

Coloring pagesqty 200
Coloring sheet holdersqty 4
Craft binsqty 8
Picture booksqty 12
Christmas puzzlesqty 20
Gamesqty 8
Christmas stampsqty 10
Stamp inkqty 6
Craft tableclothsqty 6

Communication

Info boardsqty 8
Menu boardsqty 6
Floor plansqty 40
Name badgesqty 60
Pensqty 20
Paper tapeqty 12
Permanent markersqty 12
Cash boxesqty 2

Safety

Flashlightsqty 6
Non-slip matsqty 12
Cable matsqty 10
Fire extinguishersqty 4
Emergency exit signsqty 6
Reflective vestsqty 12
Glovesqty 20
Basic first aid kitsqty 2

Tips

Set the date, opening hours and venue layout before contacting stallholders. A printed floor plan should show stalls, tables, seating, entrances, queues and crowd-control barriers.
Check permits and power requirements early, especially if vendors need heaters, refrigerators or cooking equipment. Count available outlets and arrange extension cords and power strips before setup day.
Confirm stallholder registrations and dietary requirements at least 2 weeks before opening. Use the final list to prepare name badges, booth positions and supplier information.
Plan drinks and food for the busiest opening period, not just the average crowd. Prepare coffee and tea equipment, mulled wine warmers, food warmers, refrigerators and coolers before fresh produce arrives.
Check the weather forecast 48 hours before the market and again on the morning itself. Secure party tents, lighting and decorations, and make sure battery lanterns and spare batteries are ready if the market runs after dark.

Frequently asked questions

How far in advance should I organise a Christmas market?: Start planning at least 8 to 12 weeks before the market. Contact stallholders and check permits first, then confirm the layout, suppliers, volunteers and promotion. Keep the final week for deliveries, shopping, equipment checks and decoration preparation.
How many stalls do I need for a Christmas market?: Base the number on the space, expected attendance and walking routes rather than filling every available area. Leave clear access between stalls and entrances, and reserve room for queues, seating, refreshments and crowd-control barriers. Finalise the booth layout at least 2 weeks before opening.
When should I check power for a Christmas market?: Check power outlets as soon as the stallholder and equipment list is known, ideally 3 to 4 weeks before the event. Record which vendors need electricity and test coffee machines, kettles, refrigerators, lighting and warmers before setup.
What should I prepare the day before a Christmas market?: Complete the shopping, collect fresh produce, stock refrigerators, prepare gift packs and print the floor plan and name badges the day before. Set up stalls, tables, decorations and lighting as early as the venue allows, leaving final food and weather checks for the morning.

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.