Christmas market shopping list

Use this shopping list to prepare the practical supplies for a Christmas market, from hot drinks and serving ware to lighting, payment equipment and weather protection. Buy disposable items according to your expected visitor count, then add a small buffer for busy periods. Check fresh produce and chilled drinks close to opening time, while equipment such as tables, power cables and cash boxes should be secured several weeks in advance. The full plan also covers stallholder coordination, permits, waste collection and site clearance.

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What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 14
High tablesqty 4
Folding chairsqty 50
Beer tablesqty 6
Tableclothsqty 20
Booth panelsqty 12

Lighting

String lightsqty 12
LED lanternsqty 16
LED candlesqty 30
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Chafing dishesqty 4
Coolersqty 6
Thermos flasksqty 6
Payment terminalsqty 2
Cash boxesqty 2
Fire extinguishersqty 3
Handheld microphonesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Soup bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 10
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 8
Whiskqty 4
Bowlsqty 12
Storage binsqty 12
Oven mittsqty 6
Kitchen towelsqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Christmas figuresqty 10
Christmas table decorationqty 12
Name badge holdersqty 15
Directional signsqty 10
Menu boardsqty 8
Chalkboardsqty 6
Chalk markersqty 12

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broomsqty 6
Trash binsqty 4
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 2 packs
- Mulled wine - 18 bottles
- Non-alcoholic mulled wine - 6 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 10 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Cinnamon - 3 jars
- Star anise - 2 bags
- Oranges - 3 kilos
- Lemons - 2 kilos
- Apples - 8 kilos
- Raisins - 2 kilos
- Christmas loaf - 8 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Herb butter - 12 tubs
- Split pea soup - 16 liters
- Tomato soup - 10 liters
- Vegetable stock - 4 liters
- Soup vegetables - 5 kilos
- Smoked sausage - 35 pieces
- Vegetarian smoked sausage - 15 pieces
- Brown beans - 8 cans
- Potatoes - 8 kilos
- Onions - 3 kilos
- Carrots - 3 kilos
- Vegetarian meatballs - 5 kilos
- Beef meatballs - 5 kilos
- Satay sauce - 4 kilo
- Mayonnaise - 3 kilos
- Ketchup - 3 kilos
- Mustard - 2 kilos
- Pickles - 4 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 bags
- Christmas Cookies - 10 packs
- Spiced cookies - 8 packs
- Chocolate bars - 60 pieces
- Marshmallows - 4 bags
- Cinnamon sticks - 4 bags
- Pancakes - 100 pieces
- Icing sugar - 2 kilos
- Pancake syrup - 4 bottles
- Whipped cream chargers - 2 boxes
- Sandwich bags - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Wooden forks - 300 pieces
- Wooden spoons - 300 pieces
- Cardboard soup cups - 200 pieces
- Cardboard plates - 300 pieces
- Carrier bags - 200 pieces
- Coffee filters - 2 packs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Toilet cleaner - 4 bottles
- Tissues - 12 packs
- Cash register receipts - 4 rolls
- Cash float - 1 stock
- Wristbands - 150 pieces
- Name stickers - 100 pieces
- Permanent markers - 12 pieces
- Adhesive tape - 8 rolls
- Cable ties - 200 pieces
- Rope - 4 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan hot drinks by serving size: allow roughly 250 ml per person for one serving, then add 10–15% extra for refills and volunteer use. Coffee machines, kettles and thermos flasks should be tested before the market.
Match tableware to the number of servings rather than the number of visitors. For each expected serving, allow one cup or glass, one plate or bowl, and one knife and fork where food requires them, plus at least 10% spare.
Prepare lighting and power before the day itself. Count every string light, LED lantern and coffee machine that needs power, then bring extension cords, power strips and cable trays with enough length to keep cables away from walkways.
Keep hot and cold items in separate areas. Use food warmers or chafing dishes for hot food, coolers for chilled drinks, and check temperatures and stock again on the morning of the market.
Do not leave payments and safety supplies until the last shopping trip. Test payment terminals, prepare the cash drawer and cash boxes, and place fire extinguishers where stallholders and volunteers can reach them quickly.

Frequently asked questions

How much food and drink do I need for a Christmas market?: Start with one planned serving per expected visitor and add 10–15% for busy periods, volunteers and spillages. For hot drinks, use 250 ml per serving; allow more if the market runs longer than three hours or has limited alternatives.
How many cups, plates and cutlery items should I buy?: Buy one item per expected serving, not per guest, and add at least 10% spare. If you expect 100 servings, prepare about 110 cups or glasses and the same number of plates or bowls needed for the menu.
When should I buy supplies for a Christmas market?: Order furniture, lighting, power equipment and payment terminals at least two to four weeks ahead. Buy fresh produce one or two days before the market, then chill drinks and check stock on the day before opening.
What equipment do I need for a Christmas market stall?: Most stalls need a table or market stall, tablecloths or booth panels, suitable lighting, safe power connections, serving ware and a payment method. Add food warmers, coolers or coffee equipment according to what that stall sells, and keep a fire extinguisher available.

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