Christmas market checklist

A Christmas market needs more than stalls, decorations and hot drinks. You need to secure the venue, check permissions, coordinate stallholders, plan power and book practical services before the busy final week. This checklist covers the full run-up, from recording the date and sending invitations to testing lights, chilling drinks and setting out supplies. Use it to keep deadlines visible and prevent the details people often leave until the last day from disrupting opening time.

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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

Record date and times
2 people
Reserve venue
Check the permit
Set up stalls
2 people
Map power points
2 people
Contact suppliers
2 people
Invite stallholders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Arrange waste collection booking
Book toilets
Test Christmas lights
2 people
Test electrical equipment
2 people
Design route signs
Make price tags
2 people
Print floor plan
Create the volunteer schedule
2 people
Confirm deliveries
Check the weather forecast
Do the shopping
3 people
Sort Christmas decorations
2 people
Set out non-perishable items
2 people
Chill drinks
2 people
Set out Christmas music
Prepare cash registers
2 people
Prepare Change
Build the stalls
8 people
Set up tables and chairs
5 people
Connect power
3 people
Hang lighting
4 people
Hang decorations
4 people
Place menu boards
2 people
Display Stall Items
8 people
Prepare mulled wine
3 people
Prepare hot chocolate
2 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Lay out crockery and cutlery
2 people
Set up waste stations
2 people
Set up the information desk
2 people
Check restroom facilities
2 people
Carry out a safety check
3 people
Brief volunteers
3 people

Event

Open the cash registers
3 people
Welcome visitors
4 people
Provide information
2 people
Support stallholders
2 people
Serve mulled wine
3 people
Serve hot chocolate
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check the lighting
Play Christmas music
Guide children
3 people
Manage photo corner
Inform last visitors
2 people
Close cash registers
3 people

Aftercare

Let stallholders unload
4 people
Take down the stalls
8 people
Clear tables and chairs
5 people
Remove decorations
4 people
Dismantle lighting
4 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
4 people
Clean the venue
5 people
Clean the restrooms
2 people
Disconnect power supply
3 people
Inventory materials
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover food
2 people
Set aside damaged materials

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 6
Tablesqty 18
Folding chairsqty 60
Beer tablesqty 8
Bar stoolsqty 12
Clothes racksqty 6
Plastic cratesqty 20
Checkout tablesqty 3

Tableware

Reusable cupsqty 350
Mulled Wine Cupsqty 250
Coffee cupsqty 150
Platesqty 250
Bowlsqty 100
Knivesqty 250
Forksqty 250
Spoonsqty 250
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Mulled wine warmersqty 3
Soup kettlesqty 2
Coolersqty 6
Cash boxesqty 3
Card machinesqty 3
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Portable speakersqty 2
Microphonesqty 2
Thermos flasksqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 8
Chef's thumbsqty 8
Kitchen knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving traysqty 8
Pliersqty 10
Food warmersqty 8
Aluminum traysqty 20

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 30
Christmas wreathsqty 8
Christmas table runnersqty 20
Christmas figuresqty 12
Santa costume
Photo backdrop
Menu boardsqty 8
Price tagsqty 100
Tableclothsqty 20
Directional signsqty 12

Lighting

String lightsqty 18
Outdoor lightsqty 10
LED candlesqty 40
Light-up Christmas starsqty 6

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Trash binsqty 12
Hand soap dispensersqty 8
Towel dispensersqty 8
Toilet brushesqty 4
Cleaning glovesqty 10

Catering

Groceries

Tips

Start with the date, venue and permit check, then confirm the market layout before inviting stallholders. Your floor plan affects stall spaces, power points, toilets, queues and the route signs visitors will follow.
Give stallholders a firm registration deadline and collect dietary requirements at the same time. This leaves time to confirm numbers with food and drink suppliers instead of discovering missing information during setup.
Test every electrical item before market day, including Christmas lights, coffee machines, kettles, mulled wine warmers and soup kettles. Map power points and place cable mats wherever extension cords cross a walking route.
Create the volunteer schedule at least one week ahead and include setup, welcome, trader support, waste checks and closing duties. A rota with named people and handover times is more useful than a general request for help.
Do the final weather check 48 hours before opening and confirm deliveries before setup begins. Keep non-perishable items ready, chill drinks in advance, and make sure price tags, cash boxes and card machines are not still being assembled on the morning.

Frequently asked questions

How far in advance should I start planning a Christmas market?: Start at least 8 to 12 weeks before the market. Reserve the venue, check the permit, contact suppliers and invite stallholders first; leave the final week for confirmations, shopping and testing equipment.
When should I invite Christmas market stallholders?: Send invitations around 6 to 8 weeks before the event, with a registration deadline at least 3 weeks before opening. That gives you time to process registrations, collect dietary requirements and finalise the floor plan.
When should I check Christmas market power and lighting?: Map power points when you design the layout, then test all electrical equipment and Christmas lights at least 3 days before the market. Recheck connections during setup, especially where extension cords and power strips are used.
How many volunteers do I need for a Christmas market?: Plan at least 1 volunteer for every 25 to 30 visitors expected at busy times, plus separate cover for setup and closing. Publish the volunteer schedule 7 days ahead so people can confirm their shifts.

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.