Christmas Market Planning Checklist

A Christmas market needs more than stalls and festive decorations. You need to confirm the site, permits, power, lighting, stallholders, food quantities, payment methods and volunteer cover before opening day. Start with the fixed details, then work towards purchasing and setup. This checklist helps you see what must be booked early, what can wait until the final week, and which practical jobs are easy to overlook when the market gets busy.

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 times
Check the venue and grounds
2 people
Apply for required permits
Book suppliers for stalls
Test lighting and power
2 people
Contact stallholders
2 people
Register stallholders
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Determine the sales assortment
2 people
Calculate catering quantities
2 people
Make a shopping list
2 people
Place supply orders
Order cash
Determine payment method and prices
2 people
Create market layout
2 people
Inform stall holders
Check the weather forecast
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Cordon off the area
3 people
Unload booths
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power cables
2 people
Hang lighting
3 people
Hang Christmas decorations
3 people
Place menu boards
2 people
Receive booth holders
2 people
Show exhibitors to their spots
2 people
Set up sales tables
4 people
Prepare coffee and tea
2 people
Prepare hot snacks
3 people
Heat the mulled wine
2 people
Heat up hot chocolate
2 people
Set up the cash registers
2 people
Prepare Change
Set out dishes and cups
2 people
Place waste stations
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Staff the stalls
8 people
Staff the entrance and information desk
2 people
Serve coffee and tea
2 people
Serve mulled wine
2 people
Serve chocolate milk
2 people
Serve hot snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check power supply
Support stallholders
2 people
Announce the final round
Close sales
4 people
Check out exhibitors
2 people

Aftercare

Close out the registers
2 people
Chill leftover food
2 people
Remove decorations
3 people
Turn off lights
2 people
Roll up power cables
2 people
Collect tableware
3 people
Collect waste
4 people
Clear tables and chairs
5 people
Dismantle party tents
6 people
Clean the grounds
4 people
Wash dishes
3 people
Count inventory
2 people
Return rental items
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 8
Foldable tablesqty 16
High tablesqty 6
Folding chairsqty 80
Tableclothsqty 20
Tent weightsqty 32

Tableware

Reusable cupsqty 150
Mulled Wine Cupsqty 120
Coffee cupsqty 100
Platesqty 150
Soup bowlsqty 100
Cutlery setsqty 150
Serving spoonsqty 12
Serving traysqty 8

Equipment

Coffee machinesqty 3
Warming kettlesqty 4
Mulled wine potsqty 3
Soup kettlesqty 2
Waffle ironsqty 2
Coolersqty 6
Payment terminalsqty 3
Cash registersqty 3
Flashlightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Ladlesqty 8
Pliersqty 8
Mixing bowlsqty 6
Aluminum traysqty 20
Thermos flasksqty 6
Bottle openersqty 6

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Christmas figuresqty 12
Red table runnersqty 16
Santa costume

Lighting

LED light stringsqty 20
LED lampsqty 16
Light netsqty 8
Extension cordsqty 8
Power stripsqty 12
Cable matsqty 20

Catering

Menu boardsqty 8
Price tagsqty 80
Receipt rollsqty 12
Cash boxesqty 3
Napkin holdersqty 12
Groceries

Cleaning

Bucketsqty 6
Cleaning clothsqty 24
Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Traffic conesqty 12

Tips

Confirm the site layout and access before booking stalls. Leave clear routes for unloading, emergency access and queues, and check where power can safely reach lighting, coffee machines and warming equipment.
Contact stallholders early and collect registrations, selling details and dietary information in one place. Send the final layout and arrival instructions at least 7 days before the market so unloading does not become a bottleneck.
Calculate food and drink by serving, not by package. For the first hour, allow roughly 2–3 drinks per person, then adjust quantities for the expected length of the market and keep hot drinks, mulled wine and soup in separate serving areas.
Test every powered item before market day, including lights, coffee machines, warming kettles, mulled wine pots and waffle irons. Check extension leads, available sockets and backup lighting rather than discovering a problem after dark.
Set payment prices and methods before shopping, then prepare both card and cash handling. Order cash in advance, assign responsibility for the cash register or payment terminals, and keep cups, plates, bowls and cutlery close to each serving point.

Frequently asked questions

How far in advance should I plan a Christmas market?: Start planning at least 8–12 weeks ahead. Use the first weeks for the date, venue, permits, suppliers and stallholders, then leave the final 7 days for confirmations, shopping and weather checks.
How much food and drink do I need for a Christmas market?: Base your order on the confirmed attendance and serving sizes. As a starting point, plan 2–3 drinks per person for the first hour, then add food portions separately for the expected number of customers.
What needs to be checked the day before a Christmas market?: Check the weather, deliveries, stallholder registrations, volunteer rota, stock, cash, payment terminals and chilled drinks. Also confirm that lighting and powered equipment have been tested and that fresh produce is collected on schedule.
How do I organise Christmas market stallholders?: Collect registrations before drawing the layout, then assign each stall a position and arrival time. Send the final map, unloading instructions and trading details at least 7 days before opening.

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.