What to buy for a Christmas market with workshops

A Christmas market with workshops needs more than decorations and tables. You need supplies for each workshop group, serving equipment for drinks and food, and practical items for registration, payments and changing weather. Start by counting participants and workshop groups, then match quantities to the programme. Buy shelf-stable stock first, and leave fresh produce and drinks until shortly before the event so they are ready to serve.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Tablesqty 16
Chairsqty 80
Bar stoolsqty 8
Foldable tablesqty 4
Tableclothsqty 20
Clothes hangersqty 30

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Thermos flasksqty 8
Water carafesqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 6
Artificial snowqty 6
Christmas figuresqty 10
Name badgesqty 100

Lighting

String lightsqty 12
LED lanternsqty 16
Extension cordsqty 8
Power stripsqty 8

Equipment

Cash boxesqty 2
Mobile card terminalsqty 2
Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Warming kettlesqty 2
Bluetooth speakersqty 2
Microphone
Hand trucksqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 10
Pliersqty 8
Thermal glovesqty 6
Aluminum foilqty 2
Food storage containersqty 12

Workshop materials

Children's apronsqty 40
Scissorsqty 30
Clothespinsqty 100
Glue gunsqty 10
Cutting matsqty 10
Brushesqty 40
Mixing bowlsqty 40
Worksheetsqty 40
Easelsqty 10
Protective filmqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 6
Cleaning glovesqty 8

Safety

Bollardsqty 12
Barrier tapeqty 4
Non-slip matsqty 10
Fire extinguishersqty 4
First aid kitsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Hot chocolate - 12 liters
- Whipped cream - 12 cans
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Cinnamon - 4 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Apple juice - 12 liters
- Orange juice - 8 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Bitter lemon - 6 liter
- Spa Blauw - 36 liters
- Spa Rood - 12 liters
- Alcohol-free beer - 48 bottles
- Red wine - 12 bottles
- White wine - 8 bottles
- Mulled wine - 20 liter
- Beer - 96 bottles
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 200 pieces
- Mini quiches - 200 pieces
- Cheese soufflés - 150 pieces
- Mini sausage rolls - 200 pieces
- Vegetarian sausage rolls - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Christmas cookies - 12 packs
- Spiced cookies - 8 packs
- Brownies - 120 pieces
- Mandarins - 10 kilogram
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Christmas wreath dough - 40 portions
- Cookie dough - 8 kilograms
- Flour - 5 kilogram
- Butter - 3 kilograms
- Granulated sugar - 3 kilograms
- Vanilla sugar - 12 bags
- Eggs - 60 pieces
- Baking powder - 4 sachets
- Raisins - 2 kilograms
- Chocolate sprinkles - 2 kilogram
- Powdered sugar - 2 kilogram
- Coloring dye - 12 tubes
- Decorative sprinkles - 12 jars
- Fondant - 4 kilograms
- Icing - 2 kilograms
- Glaze - 2 kilograms
- Marzipan - 3 kilograms
- Pine branches - 20 bunches
- Christmas greenery - 15 bunches
- Small terracotta pots - 50 pieces
- Tea Light Candles - 200 pieces
- Tea light cups - 100 pieces
- Wooden Christmas figures - 100 pieces
- Wooden sparklers - 100 pieces
- White candles - 50 pieces
- Colored pencils - 20 sets
- Acrylic paint - 30 jars
- Watercolor paint - 20 sets
- Craft paper - 10 packs
- Cardboard - 10 packs
- Felt - 10 meters
- Wool - 20 balls
- Burlap ribbon - 10 rolls
- Ribbon - 20 rolls
- Glitter - 20 jars
- Wood glue - 10 bottles
- Glue sticks - 30 pieces
- Double-sided tape - 10 rolls
- Paper napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Garbage bags - 120 pieces
- Hand soap - 6 dispensers
- Hand gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper shopping bags - 200 pieces
- Coffee filters - 3 packs

Tips

Prepare one complete workshop kit per group, plus at least 10% extra materials for mistakes, damaged items or late additions. Check the inventory before ordering anything.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep hot drinks in thermos flasks and provide water carafes as well.
Allow one reusable cup, coffee cup, plate and cutlery set per guest, plus 10% extra for replacements during busy periods. Add serving platters for food that is shared at the market stalls.
For outdoor stalls, have one party tent per exposed stall and secure every extension cord and power strip away from walking routes. Check the weather forecast two days before the event and again on the morning itself.
Prepare name badges, printed workshop instructions and payment equipment at least one day in advance. Test each mobile card terminal and count the cash float before participants arrive.

Frequently asked questions

How many workshop supplies do I need per person?: Prepare one set of consumable materials for every registered participant, grouped into workshop kits. Add 10% extra, or at least two spare sets for a small workshop, to cover mistakes and last-minute changes.
How many drinks should I buy for a Christmas market?: Plan for two to three drinks per person during the first hour and one per person for every hour after that. Include hot drinks, water and other options when calculating the total.
When should I buy fresh food and drinks for the market?: Buy shelf-stable products several days in advance. Purchase fresh produce and chilled drinks one day before the event, then check quantities again after registration closes.
How many cups, plates and cutlery sets do I need?: Use one of each item per expected guest and add 10% extra. For 80 guests, prepare at least 88 cups, plates and cutlery sets so replacements are available during the busiest periods.

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