Christmas market with choir checklist

A Christmas market with a choir needs more coordination than a row of stalls and some lights. You need to secure the venue, permissions and choir early, then plan stall sales, power, sound, volunteers and visitor flow. Food requirements and chilled products need their own deadline, while weather can affect tents, decorations and access. Use this checklist to work through the practical details from the first booking to the final venue check.

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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

Confirm date and location
Check permits and notifications
Book the Christmas choir
Discuss market sales
2 people
Create booth layout
2 people
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Make reservations
Coordinate choir repertoire
2 people
Prepare performance schedule
2 people
Reserve booths and materials
Check power outlets
2 people
Monitor the weather forecast
Create volunteer schedule
2 people
Prepare signage
2 people
Check Christmas decorations
2 people
Check the inventory list
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Test Christmas lights
2 people
Test sound equipment
2 people
Inform stall holders
Mark off the venue
3 people
Set up the market stalls
6 people
Set up tables and chairs
4 people
Secure market stall covers
3 people
Lay out power cables safely
3 people
Connect the lighting
3 people
Hang Christmas decorations
4 people
Set up the stage area
3 people
Set up sound equipment
3 people
Test choir microphones
3 people
Receive the Christmas choir
2 people
Receive booth holders
3 people
Set up the sales booths
8 people
Prepare catering
4 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up payment points
2 people
Place waste stations
2 people
Set up signage
2 people

Event

Opening visitor area
2 people
Welcome visitors
3 people
Play Christmas music
Serve snacks
4 people
Serve hot drinks
3 people
Refill drinks
2 people
Support the booths
2 people
Empty trash bins
2 people
Check toilets
2 people
Lead the first choir performance
3 people
Accompany the second choir performance
3 people
Guide the third choir performance
3 people
Answer audience questions
2 people
Announce final sales
See visitors out
3 people

Aftercare

Close stalls
8 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
4 people
Turn off lights
2 people
Tear down audio equipment
3 people
Dismantle market stalls
6 people
Clear tables and chairs
4 people
Count materials
2 people
Empty cooling materials
2 people
Return materials
2 people
Process lost and found items
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 60
Bar stoolsqty 12
Stall shelvesqty 24
Tableclothsqty 14
Clothes racksqty 4

Equipment

Sound system
Microphonesqty 4
Microphone standsqty 4
Mixer
Music player
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10

Lighting

String lightsqty 12
LED lampsqty 20
Lanternsqty 10
Batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Artificial snowqty 6
Table decorationsqty 14
Gold ribbonqty 6
Christmas figuresqty 8
Wayfinding signsqty 10
Sidewalk chalkqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Hot drink urnsqty 6
Soup kettlesqty 2
Soup potsqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 3
Thermo boxesqty 4
Coolersqty 4
Glovesqty 6

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 30
Dish brushesqty 4
Hand broomsqty 4
Trash binsqty 10
Broom and dustpanqty 3

Catering

Groceries

Tips

Book the choir and confirm its repertoire and performance times before publishing the event programme. A clear schedule prevents the choir, stall holders and sound operator from competing for the same time or space.
Check every stall’s power requirement at least one week before the market. Count outlets, extension cords and power strips, and cover cables with cable mats where visitors will walk.
Finish registrations and collect dietary requirements several days before shopping. Buy chilled products as close to the event as possible, then keep them cold until serving.
Create the volunteer rota with named people for setup, stall support, choir coordination and closing. For a small market, plan at least one responsible person for each active area during opening hours.
Run the final weather, lighting and sound check on the day before opening. Test microphones and music, mark the venue, check tents and signs, and replace batteries before visitors arrive.

Frequently asked questions

How early should I book a Christmas choir for a market?: Book the choir as soon as the date and venue are confirmed, preferably 8 to 12 weeks ahead. Agree the repertoire, number of sets and sound requirements before you publish the programme.
When should I check permits for a Christmas market?: Check permits and notification requirements immediately after choosing the location, ideally at least 8 weeks before the event. Some authorities need several weeks to process applications, especially when stalls, tents, food or amplified sound are involved.
How many volunteers do I need for a Christmas market with a choir?: Plan at least one volunteer for setup and closing, one person responsible for the choir and sound, and one person available for stall-holder questions while the market is open. Add more cover if several stalls handle sales or food at the same time.
When should I buy food for a Christmas market?: Do the main shopping after registrations and dietary requirements are confirmed, usually 2 to 3 days before the market. Pick up chilled products on the event day or the day before, depending on storage capacity and use-by dates.

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.