Fairtrade Christmas Market planning checklist

A Fairtrade Christmas Market needs more than stalls and decorations. You’ll need to confirm the venue, permits, traders, deliveries, volunteer cover and payment arrangements before the event day. This checklist puts the work in a useful order, from fixing the date and collecting registrations to printing the floor plan, preparing price tags and chilling drinks. Use it to keep the market organised for stallholders, volunteers and visitors.

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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
Check permits
Invite participants
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Confirm participants
2 people
Make reservations
Recruit volunteers
2 people
Assign volunteers
Create the program
2 people
Send directions
Confirm deliveries
Hang up promotion
2 people
Print floor plan
Make name badges
2 people
Prepare price tags
2 people
Arrange cash
Create cash register instructions
Do the shopping
3 people
Check the non-perishable stock
2 people
Chill drinks
2 people
Prepare snacks
4 people
Sort Christmas decorations
2 people

Event

Open venue
2 people
Build the stalls
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up the catering buffet
4 people
Receive booth holders
3 people
Have stalls set up
4 people
Test sound system
2 people
Conduct a safety check
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Staff the information desk
2 people
Staff the cash register
2 people
Sell Fairtrade products
8 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Clear tables
2 people
Track inventory
Provide music
Inform last visitors
2 people
Close the register
2 people

Aftercare

Take down the stalls
6 people
Remove decorations
3 people
Switch off equipment
2 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Collect lost and found items
2 people
Check out suppliers
2 people
Clear away stock
2 people
Inventory materials
2 people
Return rental items
3 people
Store leftovers
2 people
Archive photos and files
Follow up with suppliers
Send thank-you message
Check invoices

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 50
High tablesqty 6
Clothes racksqty 4
Stall weightsqty 16
Table linenqty 18
Coat racksqty 2

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Drinking glassesqty 120
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12
Serving jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot holding containersqty 4
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 2
Card machinesqty 2
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Thermos flasksqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas wreathsqty 6
Christmas garlandsqty 12
Christmas figuresqty 10
Fairtrade platesqty 12
Price sign holdersqty 30
Name badge holdersqty 40

Lighting

LED light stringsqty 12
LED lampsqty 8
Battery lanternsqty 8
Cable matsqty 8

Catering

Serving traysqty 12
Soup bowlsqty 80
Serving spoonsqty 8
Drink dispensersqty 4
Merchandise bagsqty 300
Cotton tote bagsqty 100
Receipt rollsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Waste binsqty 8
Hand sanitizer holdersqty 6
Toilet brushesqty 2

Groceries

Fairtrade coffee beans

Tips

Confirm the date, venue and permit requirements before inviting participants. Allow at least 8–12 weeks if you need approvals, outdoor structures or several stallholders.
Collect registrations together with dietary requirements, delivery details and any power needs. Finalise the booth layout only after participant numbers and stall sizes are confirmed.
Assign volunteers to specific time slots and duties rather than asking for general help. Cover setup, registration, refreshments, cash handling and pack-down with at least one named person per area.
Prepare the payment system several days ahead. Test card machines, count the starting cash, write clear cash-register instructions and label prices before boxes and goods arrive.
Complete the physical setup on the day in a fixed sequence: place stalls and tables, add weights and linens, connect equipment safely, print the floor plan, then prepare drinks and snacks. Keep extension cords and power strips away from visitor routes.

Frequently asked questions

How far in advance should I organise a Fairtrade Christmas Market?: Start 8–12 weeks before the market. Confirm the date, location and permits first, then invite participants and recruit volunteers before finalising the layout and programme.
How many volunteers do I need for a Christmas market?: Plan at least one volunteer for each operational area: setup, welcome or registration, refreshments, cash handling and pack-down. For a small market, that usually means 5–8 people, with overlapping shifts for a busy opening period.
When should I finalise the stall layout?: Create a draft layout after registrations begin, but lock it 7–10 days before the event. This gives you time to print the floor plan, make name badges and send directions to participants.
When should I prepare food and drinks for the market?: Check non-perishable stock and do the main shopping 2–3 days beforehand. Chill drinks on the previous day, then prepare snacks and set out coffee, tea and serving equipment shortly before visitors arrive.

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.