What you need for a craft Christmas market

A craft Christmas market needs more than tables and decorations. You will need enough furniture for exhibitors and visitors, safe lighting across every stall, serving items for drinks and food, and practical equipment for setup and transport. Buy or reserve the bulky items first, especially party tents, market stalls, folding tables, chairs, and transport carts. Then check your exhibitor numbers and expected attendance before setting quantities for cups, plates, cutlery, and other shared supplies.

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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 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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Chocolate milk - 12 liters
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 packets
- Granulated sugar - 3 kilos
- Sweeteners - 2 boxes
- Honey - 2 jars
- Cinnamon - 2 jars
- Whipped cream - 12 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Blackcurrant syrup - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Mulled wine - 12 liters
- Non-alcoholic mulled wine - 6 liters
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Hot pea soup - 12 liters
- Vegetable broth - 2 jars
- Breadsticks - 8 packs
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Herb butter - 12 tubs
- Cheese slices - 3 kilos
- Brie - 2 kilos
- Cream cheese - 12 tubs
- Hummus - 12 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Celery - 2 heads
- Grapes - 4 kilos
- Apples - 5 kilo
- Mandarins - 5 kilos
- Raisins - 2 kilos
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Spiced ginger cookies - 4 kilos
- Speculaas - 6 packs
- Christmas cookies - 8 packs
- Mini currant buns - 6 bags
- Mini muffins - 6 boxes
- Brownies - 6 boxes
- Powdered sugar - 1 kilo
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Paper plates - 200 pieces
- Takeaway containers - 150 pieces
- Carrier bags - 150 pieces
- Disposable glove liners - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Trash bags - 80 pcs
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dishwasher tablets - 40 pieces
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Paper towels - 12 packs
- Aluminium trays - 50 pieces

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

Count one market stall or table position per exhibitor, then keep at least 2 spare tables available for registration, refreshments, or last-minute changes. Reserve party tents and transport carts as soon as the date and venue are confirmed.
Plan lighting by area rather than by decoration. For each tent or stall row, allow LED light strings or lamps, extension cords, power strips, and cable mats; test every connection at the venue at least 24 hours before opening.
Provide around 1 reusable cup per expected visitor for a short event, or 2 per person if cups cannot be washed during the day. Add coffee cups, glasses, plates, bowls, and cutlery according to whether food and hot drinks are being served.
Leave room for coats and clothing displays instead of placing everything beside the stalls. One coat rack per 30 to 40 visitors and one clothes rack for each exhibitor who sells garments is a workable starting point.
Buy fragile and chilled supplies late, ideally within 24 hours of opening. Set up non-perishable items the day before, while chilled products should arrive on the event day and be checked as soon as they are delivered.

Frequently asked questions

What do I need for a craft Christmas market?: Start with one market stall or table position per exhibitor, plus two or three spare tables. You will also need seating, coat or clothes racks, lighting, extension cords, cable mats, serving items, decorations, and transport carts for setup.
How many cups do I need for a Christmas market?: Allow one reusable cup per expected visitor for a short event when washing is possible. For a busy market without washing facilities, plan for two cups per visitor and add coffee cups and glasses separately if both hot and cold drinks are served.
How early should I book stalls and party tents?: Book party tents, market stalls, tables, chairs, and transport carts as soon as the date and venue are confirmed, preferably at least 4 to 6 weeks before the market. These items are harder to replace at short notice than decorations or disposable supplies.
When should I buy food and chilled products for a craft market?: Buy non-perishable supplies 1 to 3 days before the event and collect chilled products within 24 hours of opening. Check deliveries immediately and keep chilled items cold until they are needed.

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