Christmas Market with Christmas Circus Checklist
A Christmas market with a circus needs two plans that work together: the market operation and the performance setup. Start by fixing the date, location and circus booking, then allow time for permits, insurance and a safety plan before promoting the event. Vendor confirmations, power mapping and site layouts should be settled well before opening day. This checklist helps you keep stalls, performers, visitors, volunteers and catering on the same schedule.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm event date
2 people
Record the location and grounds
2 people
Book circus performance
Approach market vendors
2 people
Book Christmas performers
Apply for permits
Check insurance
Prepare safety plan
2 people
Determine evacuation routes
2 people
Map out power outlets
2 people
Create a site map
2 people
Finalize the market layout
2 people
Finalize circus layout
2 people
Send invitations
2 people
Launch social media promotion
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Confirm stallholders
Confirm reservations
2 people
Assign volunteers
2 people
Distribute parking information
Design route signs
Prepare wristbands
2 people
Check the Christmas decorations
2 people
Test the lighting
2 people
Check catering materials
2 people
Do the shopping
3 people
Bring materials to the venue
4 people
Have the circus tent set up
6 people
Set up the market stalls
6 people
Set up tables and chairs
5 people
Connect power supply
3 people
Hang lighting
4 people
Hang decorations
4 people
Set up the catering buffet
4 people
Chill drinks
2 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Receive booth holders
3 people
Check booth layout
2 people
Carry out circus check
3 people
Brief volunteers
2 people
Set up the entrance booth
2 people
Check toilets
2 people
Check site safety
2 people
Event
Welcome visitors
4 people
Arrange entrance and wristbands
3 people
Support the Christmas market
3 people
Guide circus visitors
4 people
Guide the circus performance
4 people
Provide Christmas music
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep buffet clean
2 people
Collect waste
2 people
Clean toilets in between
2 people
Guide visitor flow
3 people
Handle the final announcement
Close market stalls
3 people
See visitors out
4 people
Aftercare
Catering breakdown
4 people
Wash dishes
3 people
Bring waste to the collection point
3 people
Clean the grounds
5 people
Take down market stalls
6 people
Have the circus tent taken down
6 people
Remove lighting
4 people
Remove decorations
4 people
Return materials
4 people
Return rental items
2 people
Hand over the venue
2 people
Store leftover groceries
2 people
Clean cooling materials
2 people
Clean Tableware and Glassware
3 people
Sort decoration materials
2 people
Collect lost and found items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 12
- Party tentsqty 4
- Beer tablesqty 12
- Foldable tablesqty 8
- Folding chairsqty 80
- Lounge sofasqty 8
- High tablesqty 8
- Clothes racksqty 8
- Stall weightsqty 24
- Circus chairsqty 300
- Entrance tableqty 2
- Crowd control barriersqty 20
Lighting
- String lightsqty 12
- LED lanternsqty 20
- LED floodlightsqty 8
- Extension cordsqty 12
- Power stripsqty 10
- Cable matsqty 20
Equipment
- Circus tent
- Cash boxesqty 2
- Card machinesqty 3
- Queue barriersqty 12
- Handheld megaphonesqty 2
- Walkie-talkiesqty 8
- Coolersqty 6
- Food warmersqty 4
- Coffee machinesqty 3
- Kettlesqty 3
- Sales cash registersqty 3
- Fire extinguishersqty 6
- Flashlightsqty 8
- Batteriesqty 32
- First aid kitsqty 2
- Rain barrelsqty 2
Tableware
- Coffee cupsqty 120
- Glassesqty 250
- Wine glassesqty 100
- Platesqty 250
- Bowlsqty 100
- Cutlery setsqty 250
- Serving traysqty 12
Kitchen
- Cutting boardsqty 6
- Paring knivesqty 6
- Serving spoonsqty 12
- Scissorsqty 6
- Measuring cupsqty 4
- Thermos flasksqty 8
- Food containersqty 20
- Aluminum foilqty 6
- Cling filmqty 6
Decorations
- Christmas treesqty 6
- Christmas baublesqty 120
- Christmas garlandsqty 20
- Christmas wreathsqty 8
- Poinsettiasqty 12
- Christmas table runnersqty 20
- Christmas figuresqty 10
- Tableclothsqty 20
- Price holdersqty 30
- Santa costume
- Photo backdrop
- Directional signsqty 20
- Parking signsqty 12
- Program leafletsqty 500
- Floor plansqty 500
- Wristbandsqty 500
- Name badgesqty 80
- Pensqty 30
- Price tagsqty 200
- Rolls of tapeqty 12
- Cable tiesqty 500
- Rope rollsqty 6
- Scissor setsqty 6
Catering
- Groceries
Cleaning
- Waste binsqty 8
- Waste binsqty 20
- Broom setsqty 4
- Dustpansqty 4
- Mopsqty 6
- Bucketsqty 6
- Cleaning glovesqty 12
- Toilet brushesqty 6
- Paper towelsqty 12
- Disinfectant sprayqty 6
Tips
- Book the circus performance before publishing the event, then confirm the tent, performance times, audience capacity and access requirements in writing. A late change can affect the entire market layout.
- Apply for permits and check insurance early enough to revise the safety plan if requested. Complete evacuation routes, crowd-control positions and emergency contacts before volunteers receive their assignments.
- Draw one site map showing market stalls, the circus tent, entrances, queues, parking information, power outlets and cable routes. Keep separate areas for visitors waiting for the circus and people browsing stalls.
- Confirm stallholders and performers at least two weeks before opening, including arrival times, setup needs and payment arrangements. Use the final list to prepare wristbands, route signs and volunteer duties.
- Plan the Christmas lighting and catering around available power rather than adding equipment later. Count extension cords, power strips and cable mats, and check that coffee machines, kettles, warmers and card machines can operate safely at the same time.
Frequently asked questions
- How early should I book a Christmas circus for a market?
- Aim to book the circus at least 8 to 12 weeks before the event, especially if you need a circus tent and a specific performance time. Confirm access, setup duration, audience capacity and cancellation terms when you book.
- When should permits and insurance be arranged for a Christmas market?
- Start permit applications and insurance checks at least 8 weeks before opening, or earlier if your authority has a longer review period. Do not launch full promotion until you know the event can legally and safely go ahead.
- How long before the event should market stalls be confirmed?
- Confirm stallholders around 2 to 4 weeks before the market. Request their arrival time, electricity needs, stall dimensions and any food or dietary information before finalising the site map.
- When should I make the Christmas market site map?
- Create a working site map 4 to 6 weeks ahead, then issue the final version at least 7 days before opening. Include the circus tent, entrances, queues, evacuation routes, lighting, power outlets and cable crossings.
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