Christmas market planning checklist

A Christmas market takes more than booking stalls and putting up decorations. You need a clear date and opening schedule, confirmed exhibitors, a workable site plan, permits, visitor information and enough equipment for cold-weather service. This checklist keeps the preparation in order, from the first layout decisions to chilled drinks, hot drink bases and printed signs on the day. Start early enough to handle exhibitor changes, dietary requirements and material reservations without last-minute shopping.

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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
2 people
Contact stalls and exhibitors
2 people
Confirm exhibitors
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Make material reservations
Compile exhibitor list
Assign pitch locations
2 people
Create floor plans and signage
2 people
Create a program for visitors
2 people
Book music and performances
2 people
Check permits and notifications
Share traffic and parking information
Send visitor reminder
Send exhibitor information
Check the inventory list
2 people
Order shopping list
2 people
Sort decorations
2 people
Prepare printed materials
Do the shopping
3 people
Chill drinks and products
2 people
Prepare snacks
4 people
Prepare hot drink bases
2 people
Mark stalls and tents
2 people
Clear the site
3 people
Set up tents
6 people
Set up stalls and tables
6 people
Set out chairs and seating
4 people
Lay power points and cables
3 people
Hang lighting
4 people
Hang Christmas decorations
4 people
Place menu boards and direction signs
2 people
Set up cash and payment points
2 people
Set out crockery and glassware
2 people
Display snacks
3 people
Set out hot drinks
2 people
Place waste stations
2 people
Restock the toilets
Test audio and microphone
2 people
Conduct a safety check
2 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people

Event

Announce the opening
Welcome visitors
3 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Clean tables
2 people
Check toilets
Announce program items
Provide music
Check lighting level
Announce the final round
See visitors out
3 people

Aftercare

Close sales and cash register
2 people
Chill perishable stock
2 people
Collect tableware
3 people
Collect waste
4 people
Dismantle tents and stalls
6 people
Turn off lights
2 people
Sweep the grounds
3 people
Wash dishes
3 people
Clean stalls and equipment
3 people
Store decorations and signs
2 people
Take waste to the collection point
2 people
Return borrowed equipment
2 people
Clean cooling and kitchen equipment
2 people
Collect lost property
Leave venue clean
3 people
Store leftover stock
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
High tablesqty 8
Folding chairsqty 60
Bar stoolsqty 12
Tableclothsqty 18
Clothes racksqty 6
Storage cratesqty 20

Tableware

Mugsqty 180
Glassesqty 180
Platesqty 180
Dessert platesqty 120
Cutlery setsqty 180
Serving plattersqty 30
Serving tongsqty 12
Serving spoonsqty 8
Thermos flasksqty 12

Decorations

Christmas treeqty 2
Christmas baublesqty 120
Christmas garlandsqty 24
Christmas wreathsqty 8
Poinsettiasqty 20
Artificial snowqty 12
Table decorationsqty 18
Gift boxesqty 30
Ribbonsqty 12
Christmas figuresqty 10

Lighting

String lightsqty 16
LED lampsqty 24
Lanternsqty 20
LED candlesqty 40
Extension cordsqty 12
Power stripsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Mulled wine warmersqty 3
Soup kettlesqty 2
Refrigeratorsqty 2
Coolersqty 6
Bluetooth speakersqty 2
Microphone
Payment terminalsqty 4
Change cash registersqty 4

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 6
Cling filmqty 6
Oven mittsqty 8
Thermometerqty 2

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the date, opening hours and site layout before inviting exhibitors. This gives each stall a defined pitch and lets you check walking routes, queues, entrances and space for tents, tables and storage crates.
Contact potential stalls early and keep one current exhibitor list. Confirm sign-ups, pitch locations and dietary requirements before sending final exhibitor information, rather than relying on replies from memory.
Check permits, notifications, traffic information and parking arrangements before publishing visitor details. Send a visitor reminder close to the market date with opening hours, access information and any changes.
Count serving equipment against the expected use, not just the number of stalls. Mugs, glasses, plates, cutlery, serving utensils and thermos flasks are easy to miss when most attention goes to stalls, tables and decorations.
Prepare drinks and food in stages on the final day: chill packaged drinks, prepare snacks and make hot drink bases before opening. Put up string lights, LED lamps and signage early enough to test visibility before it gets dark.

Frequently asked questions

How early should I start planning a Christmas market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, venue, layout, permits and exhibitor invitations, then leave the final 2 weeks for confirmations, orders, signage and reminders.
How many Christmas market stalls do I need?: The number depends on the site and pitch size, so draw the floor plan before confirming places. Allow clear walking routes and queue space rather than filling every available metre; confirm each exhibitor only after the layout works.
When should Christmas market exhibitors receive their final information?: Send final exhibitor information 7 to 10 days before opening. Include the assigned pitch, arrival and setup instructions, parking or traffic details, what exhibitors must bring and any dietary or service arrangements already recorded.
When should I buy supplies for a Christmas market?: Check the inventory and place the main shopping or rental orders 1 to 2 weeks beforehand. Buy fresh snacks and chill drinks as late as practical, while reserving tents, stalls, tables, chairs and lighting early enough to replace unavailable items.

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.