Christmas Market Planning Checklist

A Christmas market needs more than stalls and decorations. You need to secure the market space, confirm exhibitors, plan the layout, organise volunteers and check power before setup day. Food service also needs early attention: collect dietary requirements, label allergens and allow time to chill drinks and prepare mulled wine. Use this checklist to work through the practical jobs in order, from setting the opening hours to putting out signs, lighting and tableware.

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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
Reserve market space
2 people
Recruit stalls and exhibitors
2 people
Confirm exhibitors
2 people
Send invitations
2 people
Post promotion on social media
2 people
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Register volunteers
2 people
Create the volunteer schedule
2 people
Assign stalls
2 people
Create floor plan
Check power outlets
2 people
Reserve lighting
Reserve stalls
Arrange waste collection
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare mulled wine
2 people
Make allergen labels
2 people
Set out Christmas music
Prepare cash register slips
2 people
Prepare Change
2 people
Cordon off the area
3 people
Unload booths
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Hang lighting
3 people
Connect power
2 people
Hang decorations
4 people
Set up the sales booths
6 people
Set up the catering buffet
4 people
Set up coffee station
2 people
Set up the mulled wine point
2 people
Set out tableware and cutlery
2 people
Hang up price lists
2 people
Check toilets
2 people
Carry out a safety check
2 people

Event

Welcome volunteers
2 people
Brief volunteers
3 people
Open the cash register
2 people
Welcome visitors
3 people
Manage stall sales
8 people
Serve hot drinks
3 people
Serve mulled wine
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Clear away dishes
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Check the lighting
Operate the music
Close the cash register
2 people
Check out exhibitors
2 people
See visitors out
3 people

Aftercare

Chill leftovers
2 people
Dismantle stalls
6 people
Take down party tents
6 people
Clear tables and chairs
4 people
Remove lighting
3 people
Remove decorations
3 people
Collect waste
4 people
Sweep the site
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean catering supplies
3 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
Beer tablesqty 6
Folding chairsqty 40
High tablesqty 6
Clothes racksqty 4
Cratesqty 20

Lighting

Light Stripsqty 10
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas figuresqty 8
Tableclothsqty 24
Price listsqty 20
Directional signsqty 12

Tableware

Coffee cupsqty 80
Mulled Wine Cupsqty 100
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Food warmersqty 4
Soup kettlesqty 2
Mulled wine kettlesqty 2
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 6
Pliersqty 8
Measuring cupsqty 4
Aluminum traysqty 40
Coolersqty 6
Ice containersqty 4

Equipment

Payment terminalsqty 3
Cash registersqty 2
Walkie-talkiesqty 6
Bluetooth speaker
Handheld microphone
Hand trucksqty 2

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, opening hours and market space before inviting exhibitors. Give stallholders a firm deadline for confirming their place, then use the final list to create the floor plan and assign stalls.
Check electricity at least one week before the market. Count the outlets you actually have, reserve lighting, and prepare extension cords, power strips and cable mats so cables do not cross walkways.
Create the volunteer schedule after registrations close, with named cover for setup, stall support, food service, waste collection and closing. Build in at least one overlap during the busiest opening period.
Collect dietary requirements before buying fresh produce or preparing snacks. Put allergen labels beside each relevant dish and keep serving spoons separate so food is not mixed between trays.
Buy disposable tableware, cups, labels and signs before the final week, then chill drinks and collect fresh produce as close to opening as practical. Prepare mulled wine and snacks only after the serving area and food warmers are ready.

Frequently asked questions

How early should I start planning a Christmas market?: Start at least 8 to 12 weeks before the market. Secure the space and opening hours first, then recruit exhibitors, organise promotion and confirm the final layout.
How many volunteers do I need for a Christmas market?: Plan for at least 1 volunteer per active work area during opening hours, plus 2 people for setup and closing. Add extra cover if you are serving food, managing registrations or collecting waste.
When should Christmas market exhibitors confirm their stalls?: Set a confirmation deadline 3 to 4 weeks before the market. This leaves enough time to replace cancellations, assign stalls and finish the floor plan, signage and power checks.
When should I prepare mulled wine and Christmas market food?: Prepare mulled wine and snacks on the event day, close to service time. Chill drinks and collect fresh produce earlier, but keep perishable food refrigerated until preparation and label allergens before serving.

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.