Club Christmas Market Checklist

A club Christmas market needs more than stalls and decorations. You need a clear route, confirmed suppliers, allergen information, working lights, payment options and a reception team before visitors arrive. Use this checklist in order: confirm the date and venue first, then handle registrations and suppliers, and leave setup, drinks and cash handling for the final day. It also highlights details that are easy to arrange too late, such as power, price tags, coat storage and change for the register.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and venue
2 people
Reserve market stalls
Check permits
Send invitations
2 people
Process registrations
Collect dietary requirements
Set up vendor stalls
2 people
Confirm suppliers
Create allergen overview
Create map and route
2 people
Check supplies
2 people
Update inventory list
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare mulled wine
2 people
Prepare snacks
3 people
Set up tents and stalls
6 people
Set up tables and chairs
4 people
Connect lighting
3 people
Hang Christmas decorations
4 people
Set up stalls
6 people
Set up buffet and bar
4 people
Set up the register and change
2 people

Event

Staff visitor reception
2 people
Serve hot drinks
2 people
Serve food and snacks
3 people
Refill drinks
2 people
Restock the stalls
2 people
Check the tables and trash
2 people
Keep diet meals separate
Announce final sales round

Aftercare

Close the register
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Take down booths and tents
6 people
Put furniture back
4 people
Clean the room
4 people
Store the decorations and lighting
3 people
Count and store stock
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 6
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 6
Coat racksqty 2
Waste binsqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 4
Table runnersqty 12
Price tagsqty 60
Name badgesqty 20
Chalkboardsqty 8

Lighting

Light Stripsqty 8
Battery lightsqty 12
LED candlesqty 24
Power stripsqty 8
Extension cordsqty 8

Equipment

Speakersqty 2
Music player
Cash boxesqty 2
Card machine
Thermos flasksqty 6
Warming kettlesqty 3
Coolersqty 4
Cable tiesqty 20

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Measuring cupsqty 3
Cutting matsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the venue, permits and stall layout before inviting people. A simple map showing the route, entrances, stalls, buffet and bar prevents last-minute repositioning.
Collect dietary requirements with registrations and turn them into an allergen overview before food is prepared. Keep the overview visible near the buffet, not in an organiser’s folder.
Test every light strip, battery light, speaker, card machine and extension cord before setup day. Bring power strips and cable ties so cables can be secured without creating trip hazards.
Prepare the drinks station separately from the buffet: chill cold drinks, fill thermos flasks, and prepare mulled wine in warming kettles. Count cups and glasses by serving point rather than as one combined pile.
Set up the register with cash boxes, the card machine, price tags and change before visitors arrive. Assign one person to visitor reception and keep name badges, the route map and coat-rack area together.

Frequently asked questions

How far in advance should I plan a club Christmas market?: Confirm the date, venue and permits at least 8 to 12 weeks ahead. Send invitations and open registrations after the layout and supplier requirements are clear, then collect dietary information before final food orders.
How many stalls do I need for a club Christmas market?: Start with one market stall for each confirmed vendor, then check the available floor space and visitor route. Leave at least one clear access route and enough room for tables, chairs, coat racks and waste bins rather than filling every open area.
When should I set up a club Christmas market?: Allow at least 3 to 4 hours on the event day for tents, stalls, tables, chairs, decorations, lighting, buffet, bar and payment points. Chill drinks and prepare non-perishable supplies earlier so the final setup window is not overloaded.
What food and drink equipment do I need for a club Christmas market?: Plan separate equipment for hot and cold service, including warming kettles, thermos flasks, coolers, coffee cups and glasses. Check quantities at least 48 hours beforehand, and keep extra cups, serving items and waste bins available at each station.

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.