Craft Christmas Market Checklist

A craft Christmas market needs more than decorated stalls and a date. You have to coordinate exhibitors, registrations, stall spaces, power, payments, deliveries and the venue before setup day. Start with the layout and participant list, then confirm what each exhibitor needs and assign volunteers to specific jobs. This checklist covers the practical sequence, including details that are easy to leave until the last minute, such as chilled supplies, cable safety, name badges and cash points.

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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 location
2 people
Work out market layout
2 people
Create stall layout
2 people
Contact exhibitors
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Send invitations
2 people
Post promotion online
Hang posters
2 people
Make reservations
Inform exhibitors
2 people
Print floor plan
Prepare name badges
Make stall numbers
Assign volunteers
2 people
Prepare payment points
2 people
Lay out cash
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Pick up chilled products
2 people
Check the venue
2 people
Receive deliveries
2 people
Unload booths
4 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power points
2 people
Hang lighting
3 people
Hang decorations
3 people
Place stall numbers
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stalls
2 people
Display craft products
6 people
Set up information table
2 people
Set up the cash registers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the coffee station
2 people
Place waste stations
2 people
Check restroom facilities
Clear the safety route
2 people
Give volunteer briefing
3 people
Prepare the entrance
2 people

Event

Welcome visitors
3 people
Provide information
2 people
Staff the cash register
2 people
Serve coffee and tea
3 people
Refill hot drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check stock
Support exhibitors
2 people
Inform last visitors
2 people
Close out the registers
2 people
Check out exhibitors
2 people

Aftercare

Help exhibitors unload
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down party tents
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clear away chilled products
2 people
Collect waste
3 people
Clean the venue
4 people
Pack supplies
2 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Securely store the cash takings
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Beer tablesqty 4
Folding chairsqty 40
Bar stoolsqty 6
Coat racksqty 2
Clothes racksqty 4
Transport cartsqty 2

Lighting

LED light stringsqty 10
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 10
Table runnersqty 12
Fabric tableclothsqty 12
Diaper clothsqty 12
Chalkboardsqty 8
Christmas figuresqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Glassesqty 100
Platesqty 120
Bowlsqty 60
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4
Ice cube traysqty 4

Equipment

Cash machinesqty 2
Cash traysqty 2
Cash counting traysqty 2
Walkie-talkiesqty 4
Megaphones
Flashlightsqty 4
Hand trucksqty 2

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4
Cleaning brushesqty 4
Reusable clothsqty 20

Catering

Groceries

Office

Name badgesqty 40
Booth number signsqty 12
Information leafletsqty 250
Floor plansqty 200
Program flyersqty 250
Pensqty 20
Markersqty 8
Permanent markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 6
Scissorsqty 8
Clipboardsqty 6
Registration formsqty 100
Checkout formsqty 100
Wristbandsqty 250
Cash envelopesqty 30

Safety

Fire extinguishersqty 4
Non-slip matsqty 8
Flashlightsqty 4
Vestsqty 12
Work glovesqty 12

Tips

Finalise the venue layout before contacting exhibitors with stall details. Mark entrances, exits, market stalls, tables, coat racks, toilets and payment points on the floor plan, then print enough copies for staff and exhibitors.
Set a firm registration deadline at least 2 weeks before the market. Use the final participant list to confirm stall numbers, dietary requirements, arrival times and any need for tables, chairs, clothing racks or extra power.
Check electrical access during the venue visit, not on setup day. Count LED light strings and lamps, test extension cords and power strips, and place cable mats anywhere visitors or exhibitors could cross a cable.
Keep non-perishable supplies ready at least 3 days beforehand, but collect chilled products on the day. This prevents food and drinks from sitting unrefrigerated while tents, stalls and tables are being unloaded.
Give every volunteer a named task and a start time before setup begins. Allow at least 2 hours for unloading booths, building party tents, arranging stalls, putting up decorations and checking the payment points before opening.

Frequently asked questions

How far in advance should I organise a craft Christmas market?: Start planning at least 8 to 12 weeks before the market. Confirm the date and venue first, then allow 4 to 6 weeks for exhibitor registrations, promotion and layout planning.
When should craft market exhibitor registrations close?: Close registrations around 2 weeks before the event. You need time to finalise the participant list, assign stall numbers, collect dietary requirements and send arrival and setup instructions.
How much setup time does a craft Christmas market need?: Allow at least 2 hours for a small market and 4 hours if you are building party tents or receiving several booth deliveries. Add time for a final venue, lighting and payment-point check before visitors arrive.
What should I prepare the day before a Christmas craft market?: Prepare name badges, stall numbers, the printed floor plan, decorations, table coverings, reusable cups and other non-perishable supplies the day before. Keep chilled products for collection or delivery on the event day.

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.