Christmas market checklist and planning guide

A Christmas market needs more than decorated stalls and hot drinks. You need confirmed stallholders, a workable layout, reliable power, clear sales rules and enough serving equipment for the busiest hour. This checklist takes you from invitations and registrations through deliveries, food preparation and final setup. Use it to see what must be arranged early, what can wait until the week before, and what needs checking on the day.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm stallholders
2 people
Make reservations
Prepare the layout
2 people
Print sales rules
Print the program
Confirm deliveries
Check the weather forecast
Do the shopping
3 people
Check groceries
2 people
Sort dry goods
2 people
Store chilled products
2 people
Collect Christmas decorations
2 people
Inform stall holders
Lay out cash
2 people
Prepare coffee and tea
2 people
Prepare soup
3 people
Make hot chocolate
2 people
Prepare mulled wine
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Lay out stall plan
3 people
Set up tables
4 people
Build party tents
6 people
Set up chairs
3 people
Hang lighting
4 people
Put up Christmas trees
3 people
Hang decorations
4 people
Put up directional signs
2 people
Place menu boards
2 people
Set up cash points
3 people
Set out tableware
2 people
Chill drinks
2 people
Place waste stations
2 people
Check toilets
2 people
Clear the safety route
2 people
Receive booth holders
3 people
Have stalls set up
4 people

Event

Announce the opening
2 people
Welcome visitors
4 people
Staff the cash register
3 people
Serve snacks
4 people
Serve hot drinks
4 people
Serve soup
3 people
Serve mulled wine
3 people
Refill drinks
3 people
Restock buffet supplies
3 people
Collect tableware
3 people
Wipe down tables
2 people
Empty trash bins
2 people
Restock toilets
Check lighting decorations
2 people
Play music
Supervise children's activity
3 people
Announce final sales
2 people
See visitors out
3 people

Aftercare

Close the register
2 people
Chill leftover food
2 people
Wash dishes
4 people
Take down the stalls
5 people
Clear tables and chairs
4 people
Remove lighting
3 people
Pack up decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Dry materials
2 people
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
Checkout tablesqty 3
High tablesqty 4
Clothes racksqty 6
Christmas tree standsqty 3
Plastic containersqty 12
Booth panelsqty 8

Tableware

Coffee cupsqty 120
Mulled Wine Cupsqty 150
Bowlsqty 100
Soup bowlsqty 100
Coffee spoonsqty 120
Forksqty 120
Knivesqty 120
Platesqty 150
Serving plattersqty 20
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Soup kettlesqty 3
Mulled wine potqty 2
Food warmersqty 4
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 3
Card machinesqty 3
Cratesqty 20
Hand trucksqty 2

Lighting

String lightsqty 12
LED lampsqty 16
Battery lampsqty 8
Lanternsqty 10

Decorations

Artificial Christmas treesqty 3
Christmas baublesqty 80
Christmas wreathsqty 6
Christmas garlandsqty 12
Fabric table runnersqty 16
Price tagsqty 100
Menu boardsqty 8
Wayfinding signsqty 10
Poinsettiasqty 12
Table decorationsqty 16

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 12
Thermos flasksqty 8

Cleaning

Waste binsqty 10
Washing-up tubsqty 4
Spongesqty 12
Cleaning bucketsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Confirm stallholders and dietary requirements before finalising the layout. Allow at least one clear access route for deliveries, visitors and emergency access, rather than filling every available space with tables.
Check power requirements with every stallholder at least one week before the market. Coffee machines, kettles, soup kettles and food warmers may need separate extension cords or power strips to avoid overloading one circuit.
Prepare hot drinks in batches close to opening time. Keep coffee, tea, hot chocolate, soup and mulled wine in separate labelled equipment, and set out matching cups, bowls, spoons and serving utensils before visitors arrive.
Plan cash and card payments separately for each checkout point. Put cash boxes, card machines and printed sales rules at the checkout tables, then keep a small reserve of change available for the first hour.
Do the weather check 48 hours before setup and again on the morning itself. Secure party tents, protect decorations and move electrical connections away from wet ground if rain or strong wind is expected.

Frequently asked questions

How far in advance should I organise a Christmas market?: Start inviting stallholders and processing registrations at least 6 to 8 weeks before the market. Confirm dietary requirements, deliveries and power needs no later than 2 weeks before the event.
How many Christmas market stalls do I need?: Base the number of stalls on the confirmed stallholders and the space needed for visitors, queues and deliveries. Leave at least one clear route through the market and finalise the layout 1 to 2 weeks before setup.
When should I prepare food and hot drinks for a Christmas market?: Sort dry goods and store chilled products in advance, but prepare soup, sandwiches, snacks and hot drinks on the day. Start coffee, tea, hot chocolate and mulled wine preparation about 60 to 90 minutes before opening.
What equipment is needed for a Christmas market?: Plan for one suitable stall or table per trader, plus checkout tables, seating where required, serving equipment, coolers and weather protection. Check electrical equipment and extension cords at least 7 days before the market, then test everything during setup.

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.