Christmas market shopping list

A Christmas market with nativity scenes needs more than stalls and festive decorations. You need separate cups for coffee, tea and mulled wine, enough tableware for tastings and food, and clear signs for visitors and exhibitors. Plan quantities from your expected attendance, then add a small reserve for breakage and unexpected demand. This checklist focuses on the items to buy, hire or bring before setup day.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
High tablesqty 8
Beer tablesqty 6
Folding chairsqty 36
Bar stoolsqty 12
Nativity scenesqty 6
Presentation tablesqty 6
Crowd barriersqty 12
Dressing room racksqty 2

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Mulled Wine Cupsqty 150
Water glassesqty 100
Platesqty 150
Forksqty 150
Knivesqty 100
Teaspoonsqty 120
Serving spoonsqty 12

Decorations

Artificial Christmas treesqty 8
Christmas baublesqty 120
Christmas garlandsqty 20
Pine branchesqty 30
Christmas wreathsqty 8
Tableclothsqty 20
Christmas figuresqty 12
Name badgesqty 40
Price cardsqty 80
Directional signsqty 12
Welcome sign

Lighting

LED light stringsqty 24
Light archesqty 6
LED lanternsqty 20
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 3
Warming kettlesqty 3
Soup kettlesqty 2
Coolersqty 6
Handheld microphone
Portable speaker
Fire extinguishersqty 4
First aid kitsqty 2
Flashlightsqty 4
Walkie-talkiesqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Scissorsqty 4
Small bowlsqty 20
Serving plattersqty 12
Thermos flasksqty 6
Measuring cupsqty 4
Aluminum foilqty 3
Cling filmqty 3
Kitchen scale
Cash boxqty 2
Card machinesqty 2

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Hot chocolate - 12 liters
- Mulled wine - 24 liters
- Non-alcoholic mulled wine - 8 liters
- Apple juice - 12 liters
- Orange juice - 8 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Sugar - 4 kilogram
- Sweetener - 4 boxes
- Cinnamon - 4 jars
- Star anise - 2 bags
- Cloves - 2 jars
- Oranges - 5 kilogram
- Lemons - 3 kilogram
- Apples - 8 kilograms
- Raisins - 2 kilograms
- Mixed nuts - 3 kilogram
- Christmas loaf - 8 pieces
- Currant buns - 80 pieces
- Mini sausages - 8 kilogram
- Puff pastry snacks - 400 pieces
- Vegetarian snacks - 200 pieces
- Vegan snacks - 100 pieces
- Baguettes - 20 pieces
- Butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Sliced cheese - 3 kilogram
- Cold cuts - 2 kilogram
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Gingerbread - 6 packs
- Christmas cookies - 12 packs
- Marshmallows - 4 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 3 jars
- Chili sauce - 2 bottles
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Wooden skewers - 500 pieces
- Aluminum trays - 100 pieces
- Baking paper - 5 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Freezer bags - 4 boxes
- Food storage containers - 20 pieces

Tips

Count serving items for your busiest hour, not your average attendance. For 100 visitors, start with at least 120 cups, glasses and plates in the combinations you will use, plus 10–15% spare.
Order mulled wine cups separately from coffee cups and tea glasses. If 60 people may drink mulled wine, prepare about 70 cups so volunteers are not washing them during the busiest period.
Prepare signs before the market opens: price cards for every stall, one welcome sign, and directional signs at each entrance, toilet route and key turn. Keep a spare copy of each sign.
Check LED light strings and light arches at least 3 days before setup. Test every connection and bring replacement batteries, extension leads or adapters if they are needed for your equipment.
Pack nativity scenes, Christmas figures, pine branches and other decorations separately from tableware. Label each box by stall or display area so volunteers can place them without unpacking everything.

Frequently asked questions

How many cups do I need for a Christmas market?: For 100 visitors, plan around 120 cups and glasses for the drinks you serve, then add another 10–15% if washing facilities are limited. Keep mulled wine cups, coffee cups, tea glasses and water glasses counted separately.
How much tableware should I buy for a Christmas market?: Allow one plate, fork and knife per planned food serving, plus 10–15% spare. For 100 servings, prepare at least 110 of each item; add teaspoons and serving spoons according to the drinks and food stations.
When should I order Christmas market supplies?: Order hired furniture, stalls, tents and nativity scenes as soon as the date and venue are confirmed. Order disposable or reusable tableware and groceries at least 7 days before the market, then check the delivery 2–3 days before setup.
What signs are needed at a Christmas market with nativity scenes?: Prepare a welcome sign, directional signs for entrances and key routes, a printed floor plan, and price cards for every stall. Print one spare set at least 1 day before opening in case signs are damaged or moved.

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