Christmas Market and Concert Checklist

A Christmas market with a concert combines several moving parts: market stalls, food and drinks, a stage, decorations and visitor flow. Start with the date, location and permits, then confirm musicians, vendors and catering before sending invitations. In the final week, check power outlets, print the floor plan, prepare signs and name badges, and confirm volunteer roles. On the day, allow time for stall construction, seating, sound checks, chilling drinks and testing the payment register.

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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
Check permits
Reserve Christmas market stalls
Confirm musicians
Reserve catering suppliers
Compile program
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Confirm market vendors
Assign volunteers
2 people
Check power outlets
2 people
Check the weather forecast
Print floor plan
Print menus
Prepare name badges
2 people
Test the payment register
Get cash float
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort Christmas decorations
2 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Set up the stage area
3 people
Connect the sound system
2 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
4 people
Safely finish power cables
2 people
Set up the catering buffet
3 people
Prepare hot drinks
2 people
Display snacks
2 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Set up the information desk
2 people

Event

Welcome market vendors
3 people
Carry out the final safety check
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Collect glasses and crockery
2 people
Announce carols
Perform the Christmas concert
5 people
Assist musicians
Check the sound level
Handle requests and feedback
2 people
Take photos of the event
Announce final sales
Wave goodbye to visitors
3 people
Have vendors pack up
2 people

Aftercare

Turn off the sound system
2 people
Safely remove decorations
3 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle tents and stalls
5 people
Thoroughly clean the venue
4 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Foldable tablesqty 12
High tablesqty 6
Chairsqty 80
Stoolsqty 12
Buffet tablesqty 4
Clothes racksqty 4
Storage boxesqty 8

Tableware

Coffee cupsqty 100
Mulled Wine Cupsqty 100
Juice glassesqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6
Thermos flasksqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 6
Table runnersqty 12
Christmas figuresqty 10
Menu Card Holdersqty 20
Name badgesqty 30
Directional signsqty 12
Information boardsqty 6

Lighting

String lightsqty 12
LED lampsqty 20
Lanternsqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music standsqty 4
Cable reelsqty 4
Payment terminalqty 2
Cash registerqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 10
Tongsqty 8
Thermometerqty 2
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 8
Litter pickersqty 3
Bucketsqty 4
Mugsqty 3
Broomsqty 4
Hand broomsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the location, permits and power supply before booking stalls or musicians. Count the available outlets and decide where the stage, catering and market areas will go.
Set a firm vendor and guest deadline at least 7 days before the event. Use the registrations to collect dietary requirements and estimate cups, plates, cutlery, drinks and snacks.
Create a simple program with exact times for market opening, concert sets, food service and closing. Share it with musicians, vendors and volunteers so everyone knows when they need to be ready.
Plan the final setup in time blocks: build stalls and tents first, arrange tables and chairs next, then decorate and set up directional signs. Keep storage boxes and a clear route for supplies away from visitor traffic.
Test the payment register and prepare the cash float before doors open. Chill drinks early, fill thermos flasks shortly before service, and keep menus and information boards visible at the busiest points.

Frequently asked questions

How far in advance should I organise a Christmas market with a concert?: Start at least 8 to 12 weeks ahead. Confirm the date, location, permits, musicians, stalls, vendors and catering first; leave the final 7 days for confirmations, printing and weather checks.
When should I ask guests about dietary requirements?: Collect dietary requirements when people register, ideally with a deadline 7 days before the event. Give the final numbers to caterers at least 3 to 5 days before service.
How early should I set up a Christmas market and concert?: Allow at least 4 hours for setup, depending on the number of stalls and the stage arrangement. Build tents and stalls first, then place furniture, check power and finish decorations before the sound check.
How many drinks should I prepare for the first hour?: Plan for 2 to 3 drinks per person during the first hour, including hot and cold options. Add extra mulled wine, coffee and juice if the event is outdoors or lasts more than 3 hours.

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.