Christmas Market with Street Theatre Checklist

A Christmas market with street theatre needs more coordination than a row of stalls and a performance slot. Set the date, opening hours and site layout before you book performers or approach stallholders. Then work through permits, registrations, power, deliveries and the weather plan in that order. This checklist covers the details that are often left too late, including dietary information, cable routes, printed lists and the time needed to build tents, stalls, tables and seating.

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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
3 people
Check permits and notifications
Select street theater groups
2 people
Book street theatre
Contact stallholders
2 people
Reserve booths and materials
Send invitations
2 people
Publish the online event
Process registrations
2 people
Collect dietary requirements
Create stall layout and participant list
2 people
Set up the street theatre program
2 people
Confirm performances with artists
Determine power outlets and cable routes
2 people
Check weather forecast and alternative
Create signage and posters
2 people
Confirm deliveries with stallholders
Print the inventory list and diet list
Do the shopping
3 people
Collect drinks and chilled supplies
2 people
Bring materials to the venue
4 people
Unload stalls and tables
4 people
Set up party tents and stalls
6 people
Set up tables and chairs
4 people
Connect power and lighting
3 people
Tape down safe cable routes
2 people
Hang decorations
4 people
Set up the Christmas tree and decorations
3 people
Cordon off the street theater area
3 people
Mark stage-free play areas
2 people
Receive booth holders
3 people
Guide booth holders to their spots
3 people
Check stall lighting
2 people
Set up coffee and drinks station
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up dishes and the serving station
2 people
Place waste stations
2 people
Check and restock toilets
2 people
Set up program and safety signs
2 people

Event

Welcome street performers
2 people
Escort performers to their stages
2 people
Carry out the final site check
3 people
Welcome visitors
4 people
Announce the program
Guide the first street theater set
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty waste stations
2 people
Guide the second street theatre block
3 people
Keep play areas clear
2 people
Support stallholders
2 people
Check light show and lighting
2 people
Assist with the third street theater block
3 people
Wash dishes
2 people
Replenish drinks and snacks
2 people
Support the evening performance
3 people
Announce final program
Guide visitors to the exit
3 people
Have stallholders pack up
3 people

Aftercare

Safely switch off the lights
2 people
Take down stalls and tents
6 people
Return furniture
4 people
Remove decorations and signage
3 people
Collect and remove waste
4 people
Clean tableware and kitchen equipment
3 people
Sweep and clean the area
3 people
Check borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items
Check out performers and stallholders
2 people
Collect invoices and deposits

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 6
Tableclothsqty 12
Clothes racksqty 4
Storage boxesqty 10

Lighting

String lightsqty 12
LED lampsqty 16
Batteriesqty 24
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Decorations

Artificial Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas figuresqty 8
Lanternsqty 16
Artificial snowqty 6
Decorative ribbonqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Charging stationsqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Power banksqty 4
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Food warmersqty 4
Induction platesqty 2

Cleaning

Waste binsqty 8
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Safety

Crowd control barriersqty 12
Traffic conesqty 12
Emergency exit signsqty 4
Fire extinguishersqty 2
First aid kitsqty 2

Street theater

Play matsqty 4
Prop cratesqty 4
Costume racksqty 2
Hand puppetsqty 6
Stage drapesqty 4

Communication

Program postersqty 20
Route signsqty 12
Booth number signsqty 12
Arrow stickersqty 30
Clipboardsqty 6
Pensqty 20
Name stickersqty 100

Catering

Groceries

Tips

Confirm the street theatre programme and each performance time before publishing the event. Leave enough time between acts for audience movement, sound checks and resetting the performance area.
Plan power outlet locations and cable routes while finalising the site layout. Count extension cords, power strips and cable mats before setup day, especially if lighting, speakers and microphones share the same supply.
Ask stallholders for delivery times and dietary requirements before printing the final participant and stock lists. Print one copy for the welcome point and keep a second copy with the event team.
Check the forecast and define the alternative arrangement before the final week. Decide in advance where tents, decorations, speakers and performers go if wind or rain makes the original layout unsafe.
Allow a dedicated setup window for unloading, building party tents and market stalls, arranging tables and chairs, and testing sound and lighting. Keep flashlights, walkie-talkies, power banks and spare batteries accessible rather than packed in storage boxes.

Frequently asked questions

How far in advance should I organise a Christmas market with street theatre?: Start at least 8 to 12 weeks before the market. Use the first few weeks for the date, site layout, permits, performer bookings and stallholder recruitment, then confirm deliveries, registrations and technical details in the final 2 to 3 weeks.
When should I book street theatre for a Christmas market?: Book the groups 6 to 10 weeks before the event, especially if you need several performances. Confirm the running order, arrival time, performance space, sound requirements and final timings no later than 14 days beforehand.
How much time do I need to set up the market?: Allow at least 3 to 4 hours for unloading, building tents and stalls, arranging tables and chairs, placing decorations, routing cables and testing audio. Add more time if deliveries arrive separately or the site is spread out.
When should I check the weather for an outdoor Christmas market?: Make the first detailed check 7 days before the event and review it again 24 hours beforehand. Your alternative layout should already be agreed by then, including where performers, stallholders, power equipment and visitors will go.

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.