Christmas market checklist: what to arrange and when

A Christmas market needs more than stalls, decorations and hot drinks. You need to secure the date and location first, then check permits, insurance, power and supplier availability before inviting stallholders. In the final week, focus on the floor plan, signage, stock, food and lighting. This checklist covers the full setup so you can see what needs booking early and what can wait until the day before.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Work out market layout
2 people
Reserve stalls and tents
Check power outlets
2 people
Check permits
Check insurance
Contact suppliers
2 people
Invite stallholders
Send invitations
2 people
Open online registrations
Finalize the music program
Book children's activities
Process registrations
Collect dietary requirements
Confirm booth layout
2 people
Share the floor plan
Hang up promotion
2 people
Create signage
2 people
Take inventory of supplies
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Lay out gift wraps
2 people
Prepare cash registers
2 people
Check the weather forecast
Clear the site
4 people
Unload the stalls
4 people
Set up the tents
6 people
Set up tables and chairs
4 people
Connect power cables
2 people
Hang lighting
3 people
Hang decorations
3 people
Dress the stall tables
4 people
Set up signage
2 people
Set up catering
4 people
Prepare hot drinks
3 people
Display snacks
3 people
Test cash registers
2 people
Test sound
2 people
Clear the safety route
2 people

Event

Receive booth holders
2 people
Welcome visitors
3 people
Support stallholders
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Operate the cash registers
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Supervise children's activities
3 people
Provide music
Manage photo corner
Check toilets
Check stock
Refill snacks
2 people
Check the lighting
Inform last visitors
2 people
Close out the registers
2 people
See vendors off
2 people

Aftercare

Take down the stalls
6 people
Take down tents
6 people
Remove decorations
3 people
Disconnect power cables
2 people
Collect waste
4 people
Wash dishes
3 people
Empty the coolers
2 people
Clean the grounds
4 people
Store materials
4 people
Return rental items
2 people
Process leftover food
2 people

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 4
Beer tablesqty 10
Folding chairsqty 40
High tablesqty 6
Coat racksqty 2
Changing room screen

Tableware

Coffee cupsqty 120
Glassesqty 150
Mugsqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 10
Soup ladlesqty 6

Decorations

Christmas treesqty 4
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Table runnersqty 12
Christmas figuresqty 8
Santa costume
Wrapping paper rollsqty 10

Lighting

String lightsqty 12
LED lampsqty 20
Lanternsqty 12
Batteriesqty 40

Equipment

Coffee machinesqty 2
Kettlesqty 3
Warming kettlesqty 3
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Card machinesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Thermos flasksqty 8
Soup kettlesqty 3
Ladlesqty 6
Storage binsqty 20
Bottle openersqty 4

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12
Trash bag holdersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 10
Barrier fencingqty 12

Communication

Walkie-talkiesqty 6
Name badgesqty 30
Floor plansqty 30
Information boardsqty 6
Directional signsqty 12

Cash register

Cash boxesqty 2
Receipt rollsqty 10
Payment matsqty 2

Catering

Groceries

Tips

Start with the date, location, permits and insurance before contacting stallholders. Allow at least four weeks for approvals or policy checks if you do not already know the required lead time.
Draw the market layout before reserving stalls and tents. Mark power outlets, coffee machines, warming kettles, children’s activities, coat racks and clear routes for visitors and deliveries.
Give stallholders a firm deadline for registration and dietary information. Close registrations at least seven days before the market so you can finalize the booth layout and share the floor plan.
Do a complete stock check two to three days beforehand, including cups, mugs, glasses, plates, cutlery, serving utensils, wrapping paper, batteries and lighting. Buy missing supplies before collecting fresh produce and chilling drinks.
Finish the visible details the day before: hang promotion, place signage, prepare decorations and test string lights, LED lamps and lanterns. Keep fresh food and drinks for the final setup so they remain suitable for serving.

Frequently asked questions

How far in advance should I plan a Christmas market?: Start at least eight weeks before the market. Use the first two weeks for the date, location, permits, insurance, suppliers and stall reservations, then leave the final seven days for registrations, layout, shopping and setup.
When should Christmas market stallholders register?: Open registrations once the location, date and stall capacity are confirmed. Set the closing date seven days before the market so you can process registrations, collect dietary requirements and share the final floor plan.
What should I do the day before a Christmas market?: Complete the stock check and shopping, collect fresh produce, chill drinks and prepare snacks where suitable. Also put up signage and decorations, arrange wrapping paper, and test every light, battery and power connection.
How many cups and glasses do I need for a Christmas market?: Plan at least two drinking vessels per expected visitor if you are serving drinks over several hours, then add a 10% reserve. Split the total between coffee cups, mugs and glasses according to the drinks on your menu, and include extra tableware for food service.

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.