Farmers' Christmas Market Checklist

Use this checklist to organise a farmers' Christmas market from the first booking to the final clean-up. Start by confirming the date, location and permits, then secure stallholders and plan the layout before promoting the market. In the final week, check deliveries, volunteer cover, food quantities and equipment such as stalls, tables, serving ware and hot-drink stations. On the day, keep the run sheet, signage and weather plan close at hand.

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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
Draw the market layout
2 people
Contact stallholders
2 people
Register stallholders
Send invitations
2 people
Post promotion online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Create music playlist
Plan deliveries for stall holders
Make reservations
Assign volunteers
2 people
Print the run sheet
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Sort inventory
3 people
Prepare soup
3 people
Prepare sandwiches
3 people
Prepare mulled wine
2 people
Collect Christmas decorations
2 people
Make stall numbers
Prepare cash registers
2 people
Inspect the grounds
2 people
Mark out stall locations
3 people
Build party tents
6 people
Set up market stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Hang decorations
4 people
Set up Christmas tree
3 people
Hang lighting
4 people
Check power outlets
2 people
Connect the sound system
2 people
Place stall numbers
2 people
Receive booth holders
3 people
Show exhibitors to their spots
3 people
Set out coffee and tea
3 people
Bring soup to temperature
3 people
Fill sandwiches
3 people
Warm up mulled wine
2 people
Fill cash registers with change
2 people
Set up the entrance and information desk
2 people
Brief volunteers
2 people

Event

Opening visitor reception
3 people
Staff the entrance
2 people
Staff the information desk
2 people
Support stallholders
2 people
Serve coffee and tea
3 people
Serve mulled wine
3 people
Serve soup
3 people
Serve sandwiches
3 people
Refill drinks
2 people
Restock buffet supplies
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check restroom facilities
Provide music
Welcome Santa Claus
2 people
Support awards ceremony
2 people
Announce the final round
Close out the registers
2 people
See visitors out
3 people
Let stallholders unload
2 people

Aftercare

Store food safely
3 people
Collect tableware
3 people
Sort waste
3 people
Clear tables and chairs
5 people
Remove decorations
4 people
Disconnect lighting
3 people
Take down party tents
6 people
Take down market stalls
6 people
Sweep the grounds
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
3 people
Store leftover groceries
2 people
Dispose of waste
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 4
Market stallqty 20
Folding tableqty 12
Beer table setqty 8
Folding chairqty 80
Bar stoolqty 12
Clothing rackqty 8
Barrier postqty 12
Direction signqty 10

Tableware

Coffee cupqty 120
Tea glassqty 80
Wine glassqty 120
Beer glassqty 100
Soup bowlqty 150
Dinner plateqty 150
Cake plateqty 120
Cutlery setqty 180
Serving spoonqty 12
Serving tongsqty 10
Mugqty 80

Kitchen

Soup kettleqty 3
Mulled wine potqty 2
Coffee makerqty 3
Kettleqty 3
Cool boxqty 6
Cutting boardqty 8
Chef's knifeqty 6
Mixing bowlqty 6
Measuring cupqty 4
Thermosqty 8
Serving platterqty 12
Food warmerqty 6
Aluminum foilqty 4
Cling filmqty 4
Kitchen tongsqty 8

Equipment

Mobile payment terminalqty 3
Cash boxqty 3
Coin trayqty 3
Speakerqty 2
Mixer
Microphoneqty 2
Extension cordqty 8
Power stripqty 8
Cable matqty 12
Power bankqty 4

Lighting

String lightsqty 12
LED lampqty 20
LED spotlightqty 8
Battery lanternqty 12

Decorations

Christmas treeqty 2
Christmas baubleqty 80
Christmas garlandqty 20
Christmas wreathqty 6
Straw baleqty 20
Wooden crateqty 30
Chalkboardqty 12
Trophiesqty 6
Table runnerqty 20
String lightsqty 6

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketqty 6
Waste binqty 12
Litter pickerqty 3
Hand broomqty 4
Work glovesqty 12
First aid kitqty 2
Fire extinguisherqty 4

Catering

Groceries

Tips

Confirm the date, location and permit requirements before inviting stallholders. Allow at least 8–12 weeks for approvals if your market uses public space or temporary structures.
Draw the market layout before hiring equipment. Mark each stall, the food and drink area, entrances, queues and barriers so you know how many tables, chairs, signs and tents are needed.
Give stallholders a firm delivery window, such as 60–90 minutes before opening. Collect registrations and dietary requirements before printing the final run sheet.
Plan hot food and drinks separately from selling areas. Prepare soup, sandwiches and mulled wine in batches, and check that you have enough bowls, mugs, glasses, serving utensils and insulated containers for the busiest hour.
Check the forecast and shopping list 24–48 hours before opening. Keep a backup plan for wind or rain, and assign volunteers to setup, stallholder arrivals, food service, restocking and closing.

Frequently asked questions

How far in advance should I organise a farmers' Christmas market?: Start planning 8–12 weeks ahead. Confirm the date, location and permits first, then allow time to recruit stallholders, promote the market and arrange deliveries and volunteers.
How many volunteers do I need for a farmers' Christmas market?: Plan for at least one volunteer for every major area, plus two people for setup and closing. A small market usually needs 6–10 volunteers across stallholder check-in, food and drink service, directions, restocking and clean-up.
When should stallholders arrive at a Christmas market?: Set arrival 60–90 minutes before the public opening. Use this window for unloading, stall setup, layout checks and resolving missing equipment before visitors arrive.
How much food and drink should I prepare for the market?: Estimate portions from registrations and expected attendance, then add around 10% for last-minute demand. For drinks, plan roughly 2–3 servings per person during the first hour and adjust the mix between coffee, tea, mulled wine and water.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.