Christmas market checklist: what to organise and when

A Christmas market needs more than decorated stalls and festive drinks. You need a confirmed site, reliable stallholders, clear routes, working power and a payment process that has been tested before opening. This checklist covers 75 planning tasks and 80 items, from permits and stall numbers to tables, lighting, serving ware and decorations. Use it in order so late jobs, such as chilling drinks, printing price tags and checking the forecast, do not delay setup.

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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
2 people
Make reservations
Work out market layout
2 people
Invite stallholders
Send invitations
2 people
Process registrations
Confirm market stall sales
Collect dietary requirements
Check permits
Map power points
2 people
Confirm suppliers
Recruit volunteers
2 people
Assign volunteers
Create menus
Make price tags
Prepare stall numbers
Test the payment system
2 people
Prepare route signs
Post social promotion
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Sort Christmas decorations
2 people
Prepare weather plan
Clear the site
4 people
Lay out power cables
3 people
Build party tents
6 people
Set up booth tables
5 people
Set up chairs
3 people
Hang lighting
4 people
Connect extension cords
3 people
Set up Christmas tree
3 people
Hang decorations
4 people
Hang up booth numbers
2 people
Place menus
2 people
Set up sales tables
6 people
Prepare catering
5 people
Heat the mulled wine
2 people
Make coffee and tea
2 people
Lay out cash
2 people
Place waste stations
2 people
Check toilets
2 people
Conduct safety rounds
2 people

Event

Receive booth holders
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Serve catering
5 people
Serve mulled wine
3 people
Serve coffee and tea
2 people
Refill drinks
3 people
Refill snacks
3 people
Support stallholders
2 people
Process payments
3 people
Empty trash bins
2 people
Keep tables clean
2 people
Restock toilets
Check the lighting
Announce the final round
Close sales
4 people
See visitors out
3 people

Aftercare

Secure cash and equipment
3 people
Catering breakdown
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
4 people
Dismantle lighting
3 people
Take down party tents
6 people
Collect waste
4 people
Clean the grounds
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 40
Tableclothsqty 24
Stall racksqty 12
Storage boxesqty 12
Clothes racksqty 6

Tableware

Mugsqty 120
Mulled Wine Cupsqty 150
Soft drink glassesqty 120
Platesqty 120
Bowlsqty 80
Forksqty 120
Knivesqty 80
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Artificial branchesqty 20
Red table runnersqty 24
Booth numbersqty 18
Price tagsqty 100
Menu boardsqty 8
Route signsqty 10
Clothespinsqty 100

Lighting

LED light stringsqty 12
LED lampsqty 20
Lanternsqty 12
Batteriesqty 48

Equipment

Warming kettlesqty 4
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cash traysqty 4
Card machinesqty 4
Power stripsqty 10
Extension cordsqty 12
Cable reelsqty 4
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Scissorsqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Pliersqty 10
Oven mittsqty 8
Aluminum traysqty 20
Serving spoonsqty 12
Bottle openersqty 6
Corkscrewsqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Cleaning spongesqty 12
Hand broomsqty 4
Hand soap dispensersqty 8
Paper towel dispensersqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Barrier tapeqty 4
Flashlightsqty 6

Other

Cash boxesqty 4
Small walletsqty 4
Clipboardsqty 6
Pensqty 24
Rolls of tapeqty 12
Cable tiesqty 200
Rope rollsqty 6
Umbrellasqty 8

Catering

Groceries

Tips

Confirm the date, location and reservations before inviting stallholders. Once registrations are coming in, record dietary requirements and confirm each seller’s space and stall sale details.
Draw the market layout before setup day, including stall numbers, storage areas, power points and walking routes. Check that route signs will still be visible when party tents, racks and tables are in place.
Test the payment system at least 24 hours before opening and prepare a fallback process for poor signal or a flat device. Price tags, menu boards and booth numbers should be ready before sellers arrive.
Assign volunteers to specific shifts and jobs rather than asking for general help. Cover setup, stallholder check-in, serving, payments, customer directions and closing, with the first team arriving early enough to place non-perishable supplies.
Make the weather plan before the forecast becomes urgent. Check it again 48 hours before the market, then secure the tents, protect decorations and decide where drinks, tableware and other supplies will be stored if conditions change.

Frequently asked questions

How far in advance should I organise a Christmas market?: Start at least 8–12 weeks before the market. Confirm the date, location, reservations and permits first, then invite stallholders and open registrations while there is still time to replace cancellations.
When should I confirm Christmas market stallholders?: Aim to confirm stallholders 3–4 weeks before opening. Send the final layout, stall number, arrival time, payment details and any dietary or equipment requirements at least 7 days before the event.
When should I check the weather for a Christmas market?: Check the forecast 7 days before the market for early planning, then check again 48 hours and 24 hours before opening. Use the final checks to confirm the weather plan, tent arrangements, storage and volunteer instructions.
How many drinks should I buy for a Christmas market?: For a market lasting around 3 hours, allow roughly 2–3 drinks per visitor, adjusting for children, food service and expected cold weather. Buy non-perishable drinks first and chill the final batch close to opening so they remain cold.

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.