What you need for a Fairtrade Christmas Market

Use this shopping list to prepare the practical side of a Fairtrade Christmas Market, from stall equipment and table settings to hot drinks, snacks and payment supplies. Plan quantities around the number of stalls, sellers and visitors rather than buying everything in bulk. Hot drinks need more equipment than most organisers expect, especially cups, serving jugs, kettles and safe power access. Check non-perishable stock several days before the market and chill drinks on the day before opening.

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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

Allow 1 coffee or tea cup per expected hot-drink serving, plus at least 10% extra for breakages and replacements. If you expect 120 servings, have about 132 cups available.
Plan two to three drinks per visitor during the first hour, then adjust for the market’s opening time and weather. Chill bottled drinks before the event and keep a separate cooler for stock that still needs to stay cold.
Bring one cash box and one card machine for each payment point, with written cash-register instructions at every point. Arrange cash before the market day rather than trying to find change while sellers are setting up.
Provide one table, table covering and clear price tags for each stall unless your layout says otherwise. Pack spare tags, markers and tape because missing prices are often noticed only after products are displayed.
Count electrical equipment before loading: each coffee machine, kettle or hot-holding container needs a safe connection, and extension cords and power strips must not create trip hazards. Test the setup before sellers arrive.

Frequently asked questions

How much food and drink do I need for a Christmas market?: Use the expected visitor count and opening hours as your starting point. For drinks, plan two to three servings per visitor during the first hour, then add at least 10% extra cups, plates and cutlery for breakages and unexpected demand.
What should I buy for a Christmas market stall?: Each stall usually needs a table, table linen, price tags and any display furniture required for its products. Confirm the final stall count at least 7 days before the market so you can check whether you have enough tables, chairs, clothes racks and stall weights.
How many cups do I need for a Christmas market?: Buy or bring one cup per planned hot-drink serving, plus 10% extra. For 150 planned servings, prepare at least 165 coffee cups or tea glasses, depending on what you are serving.
When should I prepare the shopping for a Christmas market?: Check non-perishable stock 7 days before opening and complete the main shopping 2 to 3 days beforehand. Chill drinks the day before, then pack fresh snacks and serving supplies on the event day.

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