Culinary Christmas Market planning checklist

A Culinary Christmas Market needs more than stalls, festive food and decorations. Use this checklist to work through the plan in order, from confirming the date and permits to testing payments and preparing soups and sauces. Pay particular attention to dietary and allergen information, delivery times, power access and waste collection. The equipment list also helps you check that serving, cooking, cooling and payment arrangements are ready before guests arrive.

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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
Check permits
Check insurance
Confirm suppliers
2 people
Reserve stalls
Send invitations
2 people
Process registrations
Collect dietary requirements
Put together the menu
2 people
Request allergen information
2 people
Schedule deliveries
Check power outlets
2 people
Arrange waste collection
Buy Christmas decorations
2 people
Design menus
Design route signs
Assign volunteers
2 people
Test payment options
2 people
Check stock
2 people
Order groceries
2 people
Do the shopping
3 people
Sort non-perishable items
2 people
Wash and cut vegetables
3 people
Prepare soups
2 people
Prepare Sauces
2 people
Prepare desserts
3 people
Chill drinks
2 people
Set out crockery and glassware
2 people
Lay Out Clothing and Materials
2 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang up decorations
3 people
Connect power
2 people
Set up cooking equipment
3 people
Set up buffets
4 people
Place menus
2 people
Place allergen sign
Set up the cash register and card reader
2 people
Set up the handwashing station
2 people
Bring dishes up to temperature
4 people
Set out snacks and desserts
3 people
Count inventory and change
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Serve dishes
6 people
Prepare hot drinks
3 people
Serve cold drinks
2 people
Refill drinks
2 people
Replenish buffets
3 people
Collect tableware
2 people
Clean tables in between
2 people
Empty trash bins
2 people
Check storage temperatures
Close the register
2 people
See visitors out
3 people

Aftercare

Cool food safely
3 people
Turn off kitchen equipment
2 people
Wash dishes
4 people
Clear out stalls
4 people
Remove decorations and lighting
3 people
Collect waste
3 people
Clean the venue
4 people
Take down tents and tables
5 people
Inventory materials
2 people
Return borrowed items
2 people
Process leftover food
2 people
Wash the laundry
Archive payment details
Collect supplier invoices
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Tablesqty 14
Chairsqty 60
High tablesqty 8
Tableclothsqty 14

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable glassesqty 150
Coffee cupsqty 100
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 20

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 10
Lidded containersqty 20
Serving plattersqty 20
Food warmersqty 8
Thermos flasksqty 8
Coolersqty 6
Food thermometersqty 3

Equipment

Hot platesqty 6
Soup kettlesqty 4
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 6
Card machinesqty 2

Lighting

String lightsqty 12
LED lampsqty 16

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas wreathsqty 4
Christmas table runnersqty 14
Menu signsqty 12
Directional signsqty 8
Allergen boardqty 2
Name badgesqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand soap dispensersqty 3
Kitchen glovesqty 6
Apronsqty 20

Catering

Groceries

Tips

Confirm permits, insurance and the location before inviting vendors or guests. Check access times as well, since stalls, tents and kitchen equipment may need to arrive before setup begins.
Collect dietary requirements during registration and request allergen information from every food supplier. Put the final details into the menu before it is printed, rather than trying to correct signs on market day.
Check every power outlet against the equipment plan, including soup kettles, coffee machines, hot plates, card machines and extension cords. Test the payment options at least one day before the market and keep a backup charging plan.
Schedule deliveries with enough time to check stock, store chilled items in coolers and sort non-perishable goods. Wash and cut vegetables, then prepare soups and sauces in advance so cooking does not compete with serving.
Assign volunteers to clear tables, restock stalls and monitor waste throughout the event. Arrange waste collection before opening and place reusable plates, bowls, glasses and cutlery where guests can return them easily.

Frequently asked questions

How far in advance should I plan a Culinary Christmas Market?: Start at least 8 to 12 weeks before the market. Confirm the date, location, permits, insurance and suppliers first, then handle registrations, menus, deliveries and volunteer shifts.
When should I collect dietary and allergen information?: Collect dietary requirements during registration and request allergen details from suppliers no later than 2 weeks before the event. Finalise menus and signs only after those responses have been checked.
How much food preparation can I do before the market?: Prepare non-perishable ingredients and check stock several days ahead. Wash and cut vegetables, and prepare soups and sauces 1 day before serving if safe storage and reheating equipment are available.
When should I test power and card payments?: Check outlets, extension cords and power strips during the setup plan, then test all equipment and card machines at least 1 day before opening. Recheck connections when stalls are installed.

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.