What to buy for a Christmas market at the mill

A Christmas market at the mill needs more than stalls and festive decorations. Plan supplies for hot soup, baked goods, snacks and drinks, then match tableware to your expected visitor count. Reusable mugs, bowls and serving utensils are easy to underestimate, especially during the first busy hour. Buy or bring payment supplies, signs and lighting early so the market can open safely and sellers are not waiting for last-minute items.

Organize this event for free with Lizzt

What to bring

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

Furniture

Market stallsqty 8
Party tentsqty 3
Tablesqty 12
Chairsqty 48
Beer tablesqty 4
Coat racksqty 2
Checkout tablesqty 2

Tableware

Reusable mugsqty 120
Glassesqty 120
Soup bowlsqty 100
Platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving traysqty 8
Small bowlsqty 12
Bread basketsqty 6

Decorations

Artificial Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 10
Christmas wreathsqty 4
Tableclothsqty 14
Name badgesqty 30
Christmas figuresqty 8
Chalkboardsqty 8
Directional signsqty 12

Lighting

LED string lightsqty 12
LED lanternsqty 10
Work lightsqty 4
Spare batteriesqty 24

Equipment

Hot water boilersqty 3
Thermos flasksqty 8
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 12
Bluetooth speakersqty 2
Cash boxesqty 2
Card machinesqty 2

Kitchen

Hot platesqty 3
Soup kettlesqty 3
Saucepansqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 6
Measuring cupsqty 4
Kitchen thermometersqty 2
Oven mittsqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Broomsqty 3
Dustpan and brushqty 3
Bucketsqty 4
Reusable clothsqty 24

Catering

Groceries
- Coffee - 3 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 8 liters
- Mulled wine - 18 liters
- Non-alcoholic mulled wine - 6 liters
- Apple juice - 8 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 12 cans
- Sugar - 3 kilos
- Honey - 2 jars
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Oranges - 4 kilo
- Lemons - 2 kilos
- Vegetable bouillon - 3 packs
- Onions - 5 kilo
- Leeks - 3 kilos
- Winter carrots - 4 kilos
- Celery - 2 bunches
- Potatoes - 8 kilos
- Pumpkin - 5 kilos
- Garlic - 6 bulbs
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Cumin - 1 jar
- Cooking cream - 4 liters
- Baguettes - 20 pieces
- Unsalted butter - 2 kilos
- Herb cheese - 2 kilos
- Young cheese - 3 kilos
- Ham - 2 kilos
- Hummus - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Mini quiches - 150 pieces
- Christmas cookies - 200 pieces
- Apple pies - 8 pieces
- Brownies - 6 trays
- Marshmallows - 4 bags
- Spiced ginger cookies - 4 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Napkins - 500 pieces
- Cardboard snack trays - 250 pieces
- Wooden stirrers - 300 pieces
- Straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 10 kilos
- Trash bags - 3 rolls
- Compostable gloves - 2 boxes
- Paper towels - 8 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Tissues - 8 boxes

Tips

Count tableware for your busiest hour, not your average attendance. As a starting point, allow one bowl, plate, mug or glass per visitor who may eat or drink, plus 10% extra for replacements and missed returns.
For soup, prepare enough for the expected number of servings and keep serving spoons, small bowls and bread baskets at the same station. Arrange the serving area before opening so one volunteer can refill it without crossing the queue.
Sort drinks and chill them at least 12 hours before opening when possible. Keep a separate quantity for volunteers and sellers, because these drinks are often forgotten when stock is counted.
Buy or pack payment supplies at least one day ahead: cash registers, change, receipt rolls and any materials needed for your chosen payment options. Test every checkout point before sellers arrive.
Check Christmas lights, work lights and LED lanterns before setting up at the mill. Bring enough directional signs to mark the entrance, toilets, stalls and checkout areas, and test all lighting after dark if the market runs into the evening.

Frequently asked questions

How much tableware do I need for a Christmas market?: Start with one item per expected serving or drink, then add 10% to 15% extra. For 100 visitors, that means roughly 110 soup bowls, plates, mugs or glasses for the items you serve, with more if visitors are likely to return for seconds.
How many drinks should I buy for a Christmas market?: For the first hour, plan on two to three drinks per adult, then adjust for the expected opening time and audience. Add a separate allowance for sellers and volunteers, and chill the drinks at least 12 hours before opening.
When should I buy food for a Christmas market?: Buy shelf-stable ingredients, napkins and serving supplies two to three days ahead. Prepare soup base and baked goods as late as practical, usually the day before, so they are fresh while still allowing time for cooling, storage and final checks.
What should I arrange before setting up a Christmas market?: Have stalls, tables, checkout tables, signs, lighting and tableware ready at least one day before setup. Check power outlets, toilets and water supplies then as well, because replacing missing equipment on the opening morning is much harder.

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.