What you need for a Christmas market with a Christmas story

A Christmas market with a live story needs more than stalls and decorations. You will need serving equipment for hot drinks and food, reliable power for lighting and sound, and practical items for vendors, volunteers and visitors. This shopping list covers the equipment that is easy to overlook, including thermos flasks, payment terminals, microphone stands and coat racks. Check quantities against your venue layout, vendor count and expected attendance before ordering.

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What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 80
Bar stoolsqty 8
Changing room table
Coat racksqty 2
Clothes racksqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Dessert platesqty 150
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 16
Thermos flasksqty 8
Water carafesqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 5
Power stripsqty 8
Laptops
Payment terminalsqty 2

Decorations

Artificial Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Christmas figuresqty 8
Nativity scene
Christmas story décor
Red tableclothsqty 20
Burlap rollsqty 4
Santa costume
Angel wingsqty 2
Star wandsqty 4

Lighting

String lightsqty 12
LED lanternsqty 20
LED spotlightsqty 6
Batteriesqty 40
Cable matsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 3
Mixing bowlsqty 4
Serving tongsqty 8
Whiskqty 2
Can openersqty 2
Aluminum foilqty 2
Cling filmqty 2
Coolersqty 3

Cleaning

Waste binsqty 12
Dust mopsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Work glovesqty 12
Hand soap dispensersqty 4

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Crowd control barriersqty 10
Non-slip matsqty 8

Presentation

Program standsqty 4
Information boardsqty 6
Stall name tagsqty 12
Directional signsqty 10
Chalkboardsqty 6
Notice boardsqty 2

Theater

Costumesqty 8
Hand puppetsqty 4
Script foldersqty 8
Music playlist

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate powder - 4 kilo
- Whipped cream - 12 aerosol cans
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 20 liters
- Oat milk - 6 liters
- Lemons - 20 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Non-alcoholic beer - 24 bottles
- Mulled wine - 25 liters
- Non-alcoholic mulled wine - 10 liters
- Cinnamon sticks - 3 bags
- Star anise - 2 bags
- Cloves - 2 jars
- Oranges - 20 pieces
- Apples - 8 kilos
- Christmas stollen - 8 pieces
- Currant buns - 60 pieces
- Mini Christmas breads - 100 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Pesto - 1 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Mandarins - 6 kilos
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Christmas Cookies - 10 packs
- Spiced cookies - 8 packs
- Spiced cookies - 6 kilos
- Marshmallows - 4 bags
- Chocolate cookies - 6 packs
- Dutch pancakes - 500 pieces
- Icing sugar - 2 kilos
- Pancake mix - 5 kilos
- Syrup - 6 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 3 jars
- Vegetarian hot dogs - 100 pieces
- Hot dogs - 100 pieces
- Hot dog buns - 200 pieces
- Fried onions - 2 kilo
- Sauerkraut - 5 kilos
- Napkins - 1000 pieces
- Paper snack trays - 300 pieces
- Wooden stirrers - 500 pieces
- Bamboo skewers - 500 pieces
- Baking paper - 4 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Hand sanitizer - 6 bottles
- Garbage bags for glass - 20 pieces

Tips

Plan one serving point for every 50 to 75 visitors expected at the busiest time. Count cups, plates and cutlery for that peak period, then add at least 10% for breakages and unexpected guests.
For hot drinks, prepare at least one coffee machine or kettle per serving point and keep two thermos flasks available for each busy stand. Warming kettles help keep drinks ready during the story.
Allow one wireless microphone for each speaker who must move, plus one spare microphone if the performance cannot be repeated. Bring microphone stands, speakers, a mixer and extension cords to the rehearsal, not just on the event day.
Count tables and chairs by function: vendor displays, refreshments, registration and the performance area. Reserve a clear route between stalls and keep changing room tables and coat racks away from visitor queues.
Test every payment terminal, power strip and extension cord at least 24 hours before opening. Keep coolers or refrigerators close to food and drinks, but do not place cables across public walkways.

Frequently asked questions

What do I need for a Christmas market with a Christmas story?: You need market stalls, tents, tables and seating, plus cups, plates, serving equipment and hot-drink appliances. For the story, prepare speakers, a mixer, wireless microphones, microphone stands and suitable power equipment. Add payment terminals, coat racks and clothes racks where vendors or performers need them.
How many cups and plates do I need for a Christmas market?: Count one cup and one plate per planned serving for each visitor during the busiest period, then add 10% to 15%. Provide separate coffee cups and dessert plates if both are being served, and include reusable cups for drinks taken around the market.
How early should I buy equipment for a Christmas market?: Order hired or specialist equipment at least 4 to 6 weeks before the market, especially stalls, tents, sound equipment and payment terminals. Buy disposable or consumable supplies 7 to 10 days before the event, after registrations and dietary requirements are confirmed.
What sound equipment is needed for a Christmas story at a market?: Use speakers, a mixer, wireless microphones and microphone stands sized for the performance area. Test the complete setup during rehearsal at least 3 to 5 days before the market, including extension cords and power strips, so voices remain clear over the stalls and visitors.

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