Christmas market with children’s activities checklist

A Christmas market with children’s activities needs more than stalls and decorations. You’ll need a clear layout, safe activity areas, food and drink service, volunteer cover and a way to manage registrations and dietary requirements. Start with the date, venue and permits, then confirm suppliers and reservations before inviting families. In the final week, check every delivery time, print the floor plan and run sheet, prepare the craft activity, and test the Christmas music before guests arrive.

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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
Make reservations
Confirm suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Record children's activities
2 people
Work out stall layout
2 people
Print floor plan
Assign volunteers
Print the run sheet
Confirm delivery times
Check the shopping list
2 people
Inventory materials
2 people
Prepare name badges
2 people
Make route signs
2 people
Prepare children's craft activity
3 people
Create a music playlist
Check Christmas decorations
2 people
Clean coolers
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Test Christmas music
2 people
Leave venue clean
3 people
Build party tents
4 people
Set up stalls
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang decorations
3 people
Set up kids' corner
3 people
Set up craft tables
2 people
Prepare mulled wine
2 people
Make hot chocolate
2 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Set up the register and change
2 people
Place waste stations
2 people
Check restroom facilities
2 people
Conduct a safety check
2 people
Brief volunteers
3 people
Prepare the entrance
2 people

Event

Open the stalls
6 people
Welcome visitors
3 people
Assist with children's crafts
3 people
Lead the reading session
Guide the Christmas play
2 people
Welcome Santa Claus
2 people
Assist photo activity
2 people
Serve snacks
4 people
Serve hot drinks
3 people
Serve cold drinks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Restock craft supplies
2 people
Clear tables during the event
2 people
Empty trash bins
2 people
Check toilets
Check lights and cables
Announce final sales round
Close stalls
6 people
See visitors out
3 people

Aftercare

Store food safely
3 people
Close the register
2 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
3 people
Dismantle tents and stalls
4 people
Put furniture back
4 people
Dispose of waste
3 people
Thoroughly clean the venue
4 people
Sort borrowed items
2 people
Return materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Checkout tablesqty 2
Changing room screen
Children’s tablesqty 4
Children's chairsqty 16

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 180
Soup bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Teaspoonsqty 80
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Soup kettlesqty 2
Mulled wine warmerqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Kitchen tongsqty 6
Serving spoonsqty 8
Coolersqty 6
Thermos flasksqty 6
Food containersqty 20

Equipment

Mobile card terminalsqty 2
Cash boxesqty 2
Mobile phone chargersqty 4
Bluetooth speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4

Lighting

String lightsqty 12
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas tableclothsqty 14
Christmas figuresqty 10
Santa chair
Name badgesqty 30
Directional signsqty 12

Children's activities

Colored pencilsqty 120
Markersqty 80
Washable paintqty 12
Paintbrushesqty 40
Craft paperqty 500
Coloring pagesqty 250
Apronsqty 20
Children's scissorsqty 20
Glue Sticksqty 40
Glitterqty 12
Christmas stickersqty 300
Wooden Christmas figuresqty 150
Coloring sheet board
Picture booksqty 8
Game materials
Photo frame
Shoe boxesqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 8
Barrier postsqty 12
Cable traysqty 30

Cleaning

Waste binsqty 10
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the stall layout before printing signs. Leave a clear route between market stalls, children’s tables, food service and the checkout tables, with enough space for pushchairs and queues.
Record children’s activity registrations and any dietary requirements as soon as they arrive. Keep the information with the volunteer run sheet so activity leaders and food servers can check it quickly.
Confirm supplier delivery times at least 3 days before the market. This gives you time to adjust the setup if tents, stalls, tables, chairs or kitchen equipment arrive separately.
Prepare and test the children’s craft activity before event day. Count materials for every registered child plus around 10% extra, and place the activity where adults can supervise without blocking the market route.
Do the final food and drink check the day before. Chill drinks, clean the coolers, check the shopping list, collect fresh produce, and test the coffee machines, kettles, soup kettles and mulled wine warmer before opening.

Frequently asked questions

How far in advance should I organise a Christmas market with children’s activities?: Start at least 8 to 12 weeks before the event. Confirm the date, location, permits, reservations and suppliers first; send invitations once the activities and registration process are ready.
How many volunteers do I need for a Christmas market with children’s activities?: Plan for at least 1 volunteer per children’s activity area, 2 for busy food or checkout points, and 1 person coordinating the event. Add cover for breaks, especially if the market runs longer than 3 hours.
When should I prepare the Christmas market layout and signs?: Work out the stall layout 1 to 2 weeks beforehand and print the floor plan and route signs at least 3 days before the market. Keep one printed floor plan with the event coordinator and one with the setup team.
How much food and drink should I prepare for a Christmas market?: Use your registration numbers as the baseline, then add about 10% for extra portions and volunteers. For the first hour, allow roughly 2 to 3 drinks per person, including hot and cold options, and check dietary requirements before shopping.

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.