Entrepreneurs' Christmas Market Checklist

An Entrepreneurs' Christmas market needs more than booked stalls and festive decorations. You need a clear exhibitor process, a floor plan that works, enough power for each stall, and a setup schedule that leaves time for fresh supplies and last-minute checks. Use this checklist to organise the market in the right order, from confirming the date and location to opening the venue and connecting power on the day.

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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
Invite entrepreneurs
2 people
Send invitations
Process registrations
Collect dietary requirements
Assign stalls
2 people
Send participant information
Make reservations
Check permits
Check insurance
Map out power outlets
Create floor plan
Confirm exhibitors
Post promotion online
Distribute posters
2 people
Assign volunteers
Confirm suppliers
Place catering order
Reserve equipment
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Open venue
2 people
Connect power
2 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang decorations
3 people
Set up signage
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Guide exhibitors to their spots
2 people
Handle visitor registration
2 people
Serve catering
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep buffet clean
2 people
Collect waste
2 people
Check toilets
Support the stands
2 people
Handle the photo moment
Operate the music
Announce end time
Wave goodbye to visitors
2 people
Check out exhibitors
2 people
Close the register
2 people

Aftercare

Store catering securely
2 people
Collect tableware
3 people
Switch off equipment
2 people
Remove decorations
3 people
Take down market stalls
4 people
Take down party tents
4 people
Dispose of waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Thank exhibitors
Share photos with participants

What to bring

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

Furniture

Party tentqty 4
Market stallqty 20
Tablesqty 12
Chairsqty 60
Bar stoolsqty 12
Cash desk table
Registration desk
Coat rackqty 2

Lighting

String lightsqty 12
LED lampsqty 20
Battery lanternsqty 10
Extension cordsqty 8
Power stripsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Table runnersqty 12
Christmas table decorationqty 12
Name badgesqty 25
Directional signsqty 12
Program boardsqty 3
Chalkboardsqty 6

Equipment

Payment terminalqty 2
Speakersqty 2
Microphone
Laptop
Mobile phoneqty 2
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Card payment receipt printer
Speaker standsqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 8
Serving spoonsqty 6
Pitcherqty 6
Thermos flasksqty 6
Small bowlsqty 20
Serving traysqty 8

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 100
Soup bowlsqty 80

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 10
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, date and permissions before inviting entrepreneurs. Check permits and insurance early, because any restriction on trading, food or public access can affect the layout and exhibitor list.
Set a registration deadline and collect dietary requirements at the same time. After registrations close, assign stalls and send each exhibitor their position, arrival instructions, payment arrangements and access to power.
Draw the floor plan around the market stalls, registration desk, cash desk table and catering area. Mark every power outlet, then match extension cords and power strips to the equipment instead of trying to solve cables during setup.
Publish the programme and directions at least one week before the market. Prepare name badges, directional signs, programme boards and chalkboards in advance; visitors should be able to find registration, stalls and facilities without asking volunteers.
Schedule separate delivery and setup checks for non-perishable supplies, fresh produce, equipment and decorations. Open the venue early enough to place tables and chairs, connect power, test the microphone and speakers, and check the payment terminal before visitors arrive.

Frequently asked questions

How far in advance should I organise an Entrepreneurs' Christmas market?: Start planning at least 8 to 12 weeks before the market. Confirm the date, venue, permits and insurance first, then allow several weeks for invitations, registrations, stall assignments and supplier bookings.
When should I close registrations for Christmas market exhibitors?: Close registrations about 2 to 3 weeks before the event. This gives you time to assign stalls, confirm exhibitors, collect dietary requirements and send final participant information.
How many power outlets do I need for an Entrepreneurs' Christmas market?: Count one planned connection for every stall or activity that needs electricity, then add at least 20% spare capacity. Map the outlets before creating the floor plan and test extension cords and power strips during setup.
How early should the venue open on market day?: Open the venue at least 3 hours before visitors arrive. Use the first 2 hours for furniture, stalls, decorations and signage, and keep the final hour for fresh produce, payment checks, sound testing and volunteer briefing.

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.