Christmas market in Kas: planning checklist

Organising a Christmas market in Kas involves more than inviting vendors and putting up decorations. You need a clear layout, reliable power, covered stands, food and drink service, payment points and safe walking routes. Start with the greenhouse and grounds, then confirm vendors and equipment before preparing signs, prices and refreshments. This checklist covers the details that are often left until the last few days, including dietary information, cash handling and emergency access.

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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 greenhouse and grounds
Invite vendors
2 people
Process registrations
Collect dietary requirements
Reserve party tents
Arrange stands
2 people
Assign vendors
Schedule volunteers
Send vendor information
Check power outlets
2 people
Plan walking routes
2 people
Clear emergency exits
2 people
Design price tags
Print floor plan
Print price cards
Create signage
2 people
Check Christmas decorations
2 people
Repair Christmas decorations
2 people
Do the shopping
3 people
Get cash float
Charge payment terminals
Set out coffee and tea
2 people
Prepare soup
3 people
Portion cookies and pastries
2 people
Prepare mulled wine
2 people
Sort tableware and glassware
2 people
Pack materials per booth
3 people
Load transport
4 people
Ventilate greenhouse
2 people
Set up tables and chairs
5 people
Build party tents
4 people
Provide tables for booths
4 people
Place tablecloths
3 people
Put up Christmas trees
3 people
Hang decorations
4 people
Hang lighting
4 people
Securely finish cables
2 people
Test lighting and power
2 people
Set up signage
2 people
Set up the cash registers
3 people
Chill drinks
3 people
Set up the buffets
4 people
Make coffee and tea
2 people
Bring soup to temperature
2 people
Heat the mulled wine
2 people
Receive vendors
3 people
Guide vendors to booths
3 people
Brief the opening team
2 people

Event

Staff the entrance
2 people
Staff the cash registers
3 people
Serve snacks
3 people
Serve hot drinks
3 people
Serve mulled wine
2 people
Refill drinks
2 people
Refill buffet
3 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Restock supplies
2 people
Announce final sales

Aftercare

Let vendors unload
3 people
Collect tableware
3 people
Pack leftovers safely
2 people
Sort waste
3 people
Close out the registers
2 people
Turn off lights
2 people
Take down decorations
4 people
Take down tents
4 people
Put furniture back
5 people
Sweep and mop the greenhouse
4 people
Clean the restrooms
2 people
Load materials
4 people
Return borrowed items
2 people
Wash dishes
3 people
Empty coolers
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Market tablesqty 12
Beer tablesqty 6
Chairsqty 80
Checkout tablesqty 2
Coat racksqty 2
Waste binsqty 8
Bollardsqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 300
Coffee mugsqty 100
Wine glassesqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving spoonsqty 10
Serving tongsqty 10

Decorations

Christmas treesqty 2
Christmas wreathsqty 6
Christmas garlandsqty 12
Christmas baublesqty 200
Tableclothsqty 20
Christmas figuresqty 20
Prize card holdersqty 100
Name badgesqty 50
Christmas tree standsqty 2

Lighting

LED light stringsqty 20
LED lanternsqty 12
LED candlesqty 30
Work lightsqty 6

Equipment

Cash boxesqty 3
Payment terminalsqty 3
Charging cablesqty 6
Extension cordsqty 8
Power stripsqty 12
Cable matsqty 20
High tablesqty 6

Kitchen

Coffee machinesqty 2
Hot water urnsqty 3
Induction platesqty 3
Soup kettlesqty 3
Cooking potsqty 4
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Measuring jugsqty 4
Kitchen thermometersqty 3

Cleaning

Broom setsqty 3
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
First aid kit

Catering

Groceries

Tips

Confirm the greenhouse, grounds and party tents before assigning stands. Check every power outlet at the same time, so lighting, payment terminals and food service do not compete for the same sockets.
Process vendor registrations early and collect dietary requirements before buying ingredients. Send each vendor their arrival details, stand assignment, access route and information about power or tables.
Print the floor plan, price cards and signs before the event day. Prepare spare price card holders and name badges, because missing labels make the checkout and vendor areas slower to manage.
Set up walking routes with bollards and keep emergency exits clear after all market tables, beer tables, chairs and coat racks are in place. Recheck the routes once tents and decorations have been installed.
Prepare the cash float and charge payment terminals before opening. Set out reusable cups, coffee mugs, plates, cutlery and serving utensils together, then portion cookies and pastries and prepare the soup and mulled wine in time for service.

Frequently asked questions

How far in advance should I organise a Christmas market in Kas?: Start confirming the greenhouse, grounds, tents and vendors at least 6 to 8 weeks before the market. Finalise dietary requirements, stand assignments and volunteer schedules no later than 2 weeks before opening.
How many volunteers do I need for a Christmas market?: Plan at least 1 volunteer for each active service or checkout point, plus 2 people for setup and 2 for cleanup. For a small market, schedule shifts of 2 to 3 hours so the same people are not working all day.
When should I prepare the food and drinks?: Buy ingredients and check serving equipment 1 to 2 days beforehand. Prepare soup, portion pastries and set up coffee, tea and mulled wine close enough to opening that hot drinks are ready for the first visitors.
What should I check on the morning of the Christmas market?: Allow at least 2 hours for the final setup. Check power outlets, lighting, emergency exits, payment terminals, cash boxes, price cards, signage, waste bins and the walking routes after every stand is in position.

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.