What you need for a club Christmas market

A club Christmas market needs more than stalls and festive decorations. This shopping list covers the practical items that keep vendors, visitors and volunteers moving: lighting, payment equipment, hot drinks, serving supplies and signage. Plan quantities around your expected attendance, number of stalls and opening hours. Buy or collect disposable and non-perishable supplies at least one week ahead, then chill drinks and prepare hot-drink equipment on the day.

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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
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 12 aerosol cans
- Mulled wine - 24 bottles
- Non-alcoholic mulled wine - 8 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 4 bottles
- Ice cubes - 10 bags
- Bake-off rolls - 120 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Vegetarian spread - 12 tubs
- Frankfurters - 120 pieces
- Vegetarian sausages - 30 pieces
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Onions - 4 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Pickles - 3 jars
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 2 bags
- Oranges - 20 pieces
- Mandarins - 8 kilograms
- Apples - 8 kilograms
- Christmas cookies - 12 packs
- Pepernoten - 6 kilogram
- Chocolate letters - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Napkins - 500 pieces
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 4 bottles

Tips

Allow two to three hot or cold drinks per visitor for the first two hours, then add one drink per person for each extra hour. Keep extra cups and glasses aside rather than putting the full stock at the bar.
For a market with up to 10 stalls, prepare at least 12 price tags or chalkboards so every seller has a visible price display and two spare signs are available if something changes.
Provide one waste bin for every 25 to 30 visitors expected at the busiest time. Place bins near the buffet, bar and entrance, and arrange emptying before they are full.
Use one cash box with change and one card machine per sales point. Test the card machine, power strips and extension cords at least 24 hours before opening, not when visitors arrive.
Buy or gather lighting that covers every walkway, stall and entrance, with battery lights or LED candles as backup. Pack cable ties and spare batteries; these are often needed during setup, not during shopping.

Frequently asked questions

How many cups and glasses do I need for a club Christmas market?: Start with three drinking vessels per expected visitor for a two-hour market, then add one per person for each additional hour. Keep at least 10% extra cups and glasses for breakage, spills and volunteers.
How much mulled wine should I prepare for a Christmas market?: Allow around 250 ml per adult who is likely to drink it, plus 10% extra. For example, 40 likely drinkers require about 11 litres; prepare it in warming kettles and keep a separate batch available if the market runs longer than three hours.
What lighting do I need for an indoor club Christmas market?: Each stall, entrance and main walkway needs direct lighting, so count one light source per stall and one for every 3 to 4 metres of walkway. Bring at least two spare battery lights and test every extension cord and power strip the day before.
How many tables and chairs are needed for a club Christmas market?: Plan one market stall or table per vendor, plus one separate table for visitor reception and one for the buffet or bar. Add one chair per volunteer on duty and around 10% spare seating if visitors are expected to stay for drinks or snacks.

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