How to organise a beer Christmas market

A beer Christmas market needs more than decorated stalls and a good drinks list. Start by fixing the date, location and permissions, then secure the beer supplier and Christmas stall participants before opening registration. Work backwards from opening time to plan deliveries, chilling, staffing, food preparation and payment systems. The details most often missed are weather protection, enough glassware, tested beer taps and clear information for visitors about transport, timings and dietary requirements.

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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

1
Confirm date and location
2 people
2
Arrange permits and notifications
2 people
3
Book a beer supplier
4
Confirm Christmas stall participants
2 people
5
Make material reservations
6
Send invitations
2 people
7
Announce event online
8
Process registrations
2 people
9
Collect dietary requirements
10
Set sale prices
2 people
11
Arrange stalls and stands
2 people
12
Plan the bar layout
2 people
13
Schedule volunteers
2 people
14
Confirm deliveries
15
Check the weather forecast
16
Send visitor information
17
Do the shopping
3 people
18
Chill drinks
3 people
19
Prepare snacks
4 people
20
Test the beer taps
2 people
21
Prepare the cash register system
2 people
22
Lay out cash
2 people
23
Print contact list
24
Set out weather protection
2 people
25
Inspect the site
2 people
26
Build party tents
6 people
27
Set up Christmas stalls
6 people
28
Set up tables and chairs
4 people
29
Set up the bar
4 people
30
Connect beer taps
2 people
31
Fill coolers
3 people
32
Hang lighting
3 people
33
Connect power
2 people
34
Hang up decorations
3 people
35
Set up food stalls
6 people
36
Display snacks
3 people
37
Set up payment points
2 people
38
Place menu boards
2 people
39
Set up waste stations
2 people
40
Check toilets
2 people
41
Give volunteer briefing
3 people

Event

42
Welcome visitors
4 people
43
Serve beer
4 people
44
Serve non-alcoholic drinks
2 people
45
Serve snacks
3 people
46
Manage the cash register
2 people
47
Collect beer glasses
2 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Collect waste
2 people
51
Keep tables clean
2 people
52
Check toilets periodically
53
Check the lighting
54
Count inventory
2 people
55
Announce the final round
56
Close bar sales
2 people
57
See visitors out
3 people

Aftercare

58
Count beer crates and kegs
2 people
59
Close the register
2 people
60
Turn off beer taps
2 people
61
Put food away safely
3 people
62
Dispose of trash bags
3 people
63
Wash dishes and glasses
4 people
64
Clear out stalls
4 people
65
Clear tables and chairs
4 people
66
Remove decorations
3 people
67
Take down party tents
6 people
68
Clean the grounds
4 people
69
Clean equipment
3 people
70
Move materials to storage
4 people
71
Return rental items
2 people
72
Store leftover stock
2 people
73
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Christmas stallsqty 8
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 48
Bar stoolsqty 12
Bar stoolsqty 12
High tablesqty 8
Stoolsqty 16
Clothes racksqty 2
Crowd control barriersqty 12

Tableware

Beer glassesqty 300
Wine glassesqty 80
Water glassesqty 120
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving plattersqty 24
Serving tongsqty 16
Carafesqty 12

Equipment

Beer tapsqty 3
Beer coolersqty 3
Refrigeratorsqty 3
Coolersqty 6
Cash registersqty 2
Card machinesqty 2
Thermos flasksqty 6
Kettlesqty 3
Food warmersqty 4
Hand mixersqty 2
Cutting boardsqty 8
Kitchen knivesqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Kitchen

Pansqty 6
Frying pansqty 4
Mixing bowlsqty 8
Measuring cupsqty 4
Baking dishesqty 8
Aluminum foilqty 6
Cling filmqty 6
Kitchen scalesqty 2

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Table runnersqty 20
Menu boardsqty 10
Chalk markersqty 12

Lighting

String lightsqty 16
LED lampsqty 24
Lanternsqty 12
Batteriesqty 48

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 8
Towel rollsqty 12
Disinfectant sprayqty 6

Catering

Groceries

Tips

Set the structure first: confirm the date and location, check permit and notification requirements, then book the beer supplier before inviting stallholders. Keep one contact list with supplier, participant and volunteer details, and print a copy for the event day.
Work backwards from opening time. Arrange deliveries early enough to chill the drinks, test every beer tap before visitors arrive, and leave a separate setup window for stalls, tables, barriers and the bar layout.
Calculate service capacity rather than only buying stock. Match the number of beer glasses, water glasses, payment points and volunteer shifts to your expected attendance, and keep spare glassware available for busy periods.
Ask for dietary requirements during registration, not during food preparation. Set sale prices before publishing visitor information, and explain whether payment is by cash, card or both so queues do not form at the bar.
Prepare for winter conditions at least one day ahead. Check the forecast, confirm the party tents and other weather protection, and inspect the site before setup so wind, mud, lighting or access problems can be dealt with in time.

Frequently asked questions

How far in advance should I organise a beer Christmas market?: Start at least 8 to 12 weeks before the event. Confirm the date, location and permissions first, then book the beer supplier and stall participants before opening registrations.
How much beer should I buy for a Christmas beer market?: Use your registration numbers and expected attendance rather than guessing. As a starting point, allow two to three drinks per visitor for the first hour, then adjust for the planned opening time, food offer and whether visitors can buy takeaway drinks.
When should I chill the beer and test the taps?: Confirm deliveries at least 48 hours beforehand and start chilling as soon as the drinks arrive. Test every beer tap on the day before opening, then check the lines and serving temperature again during final setup.
What should I tell visitors before the beer Christmas market?: Send the visitor information at least 3 to 5 days before the event. Include opening and closing times, location and access details, payment methods, food and dietary information, and advice about winter weather and transport.

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