How to organise a cheese Christmas market

Start with the date, venue and market permit, then build the layout around stalls, tents, serving points and power access. Confirm suppliers early, especially cheese, hot drinks and refrigerated equipment, because late deliveries can disrupt the whole market. Use registrations to collect dietary requirements and estimate quantities. In the final week, test payment terminals, refrigerators, kettles and cable routes, then assign volunteers to specific stations rather than general tasks.

Organize this event for free with Lizzt

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
Check the market permit
3
Map power points
4
Reserve stalls and tents
5
Contact suppliers
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Order the cheese delivery
10
Order hot drinks
11
Assign volunteers
2 people
12
Check music rights
13
Create market layout
2 people
14
Develop power plan
2 people
15
Confirm booth layout
16
Make signs and wayfinding
2 people
17
Check the inventory list
2 people
18
Get cash for change
19
Test payment terminals
2 people
20
Test refrigerators and cool boxes
2 people
21
Prepare cheese storage
2 people
22
Pick up fresh groceries
2 people
23
Chill cheese and dairy
2 people
24
Wash fruits and vegetables
2 people
25
Prepare sauces and dips
2 people
26
Prepare soup and mulled wine
2 people
27
Portion the bread and cheese
3 people
28
Sort the dishes and cutlery
2 people

Event

29
Set up tents
4 people
30
Set up stalls and tables
4 people
31
Set up chairs and standing tables
3 people
32
Hang lighting
3 people
33
Connect power
2 people
34
Cover cables safely
2 people
35
Hang decorations
3 people
36
Place menu boards
2 people
37
Set up the cheese buffet
3 people
38
Prepare hot snacks
3 people
39
Set out coffee and tea
2 people
40
Warm up the mulled wine
2 people
41
Set up cash registers and change
2 people
42
Receive deliveries
2 people
43
Brief volunteers
2 people
44
Welcome visitors
3 people
45
Serve cheese platters
4 people
46
Serve hot snacks
3 people
47
Serve mulled wine
2 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Restock the cheese buffet
2 people
51
Empty trash bins
2 people
52
Keep tables clean
2 people
53
Wash dishes
3 people
54
Check toilets
55
Check stock and refrigeration
56
Serve last orders
3 people
57
Close out the registers
2 people
58
See visitors out
2 people

Aftercare

59
Pack food safely
2 people
60
Chill cheese and drinks
2 people
61
Collect waste
3 people
62
Clean dishes and kitchen
3 people
63
Dismantle stalls and decorations
4 people
64
Take down tents
4 people
65
Remove lighting and cables
3 people
66
Sweep and clean the venue
3 people
67
Take residual waste to the collection point
2 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Beer tablesqty 10
High tablesqty 8
Chairsqty 60
Stoolsqty 20
Tableclothsqty 20
Clothes racksqty 2

Tableware

Platesqty 150
Dessert platesqty 120
Glassesqty 180
Coffee cupsqty 80
Mugsqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 120
Cheese knivesqty 20
Serving boardsqty 20
Small bowlsqty 30
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Soup kettlesqty 2
Mulled wine kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Payment terminalsqty 3

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Pliersqty 10
Thermos flasksqty 8
Food containersqty 20
Aluminum foilqty 6

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Menu boardsqty 12
Signage boardsqty 10

Lighting

String lightsqty 16
LED lanternsqty 20
LED candlesqty 40

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Fix the layout before ordering or placing equipment. Mark every stall, table, serving area and power point, then leave clear routes for guests and volunteers; crowded cable runs are difficult to correct on the day.
Set a firm deadline for dietary requirements, ideally 7 days before the market. Use the final numbers to check cheese, sauces, dips, fruit, vegetables and separate serving utensils.
Arrange chilled storage before the cheese delivery arrives. Test refrigerators and cool boxes at least 24 hours beforehand, and keep cheese refrigerated until it is ready to serve.
Create a power plan for coffee machines, kettles, food warmers and mulled wine kettles. Test extension cords, power strips and cable trays in the actual layout at least 2 days before opening.
Give each volunteer one station and a start time. Schedule a short pre-opening check for signs, payment terminals, cash for change, plates, glasses, cups, knives and serving boards before guests arrive.

Frequently asked questions

How far in advance should I organise a cheese Christmas market?: Start at least 8 to 12 weeks ahead. Confirm the date, location, permit, stalls, tents and suppliers first, then collect registrations and dietary requirements before placing final food orders.
When should I order the cheese for a Christmas market?: Place the main cheese order 2 to 3 weeks before the market, then confirm the delivery 3 to 5 days in advance. Reserve chilled storage and check the delivery immediately when it arrives.
How do I plan electricity for a cheese Christmas market?: Map power points when you create the layout, then list the load for each coffee machine, kettle, warmer and drink kettle. Test the complete setup at least 48 hours before opening, including cable trays and payment terminals.
How many volunteers do I need for a cheese Christmas market?: Allow at least 1 volunteer per busy serving or drink station, plus 1 floating coordinator for every 6 to 8 stations. Give everyone a fixed role and schedule a briefing 30 to 45 minutes before opening.

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.