How to organise a children’s Christmas market

Start with the venue, date and programme before you contact stallholders or order supplies. A children’s Christmas market needs more than decorated tables: you also need safe routes, timed activities, volunteers and a clear plan for food, payments and power. Work backwards from opening time so refrigerated items, Christmas trees, games and market stalls are ready in the right order. This guide highlights the decisions that usually cause delays and the details organisers tend to overlook.

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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
Reserve venue
2
Check permits
3
Set the date and program
2 people
4
Design invitations
5
Send invitations
2 people
6
Register market stalls
7
Process registrations
2 people
8
Collect dietary requirements
9
Book children's activities
10
Recruit volunteers
2 people
11
Order from suppliers
12
Confirm reservations
13
Create floor plan
2 people
14
Create activity schedule
2 people
15
Check the shopping list
2 people
16
Check decorations
2 people
17
Arrange Christmas trees
18
Prepare children's activities
3 people
19
Buy prizes for games
20
Make route and safety signs
2 people
21
Prepare cash float for the till
22
Do the shopping
3 people
23
Store refrigerated items
2 people
24
Set up non-perishable supplies
2 people

Event

25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Lay power and cables
2 people
28
Hang lighting
3 people
29
Set Up Market Stalls
5 people
30
Hang decorations
3 people
31
Decorate Christmas trees
3 people
32
Set up children's craft tables
3 people
33
Prepare hot drinks
3 people
34
Stock the food stall
3 people
35
Set up the cash register
2 people
36
Brief volunteers
2 people
37
Welcome visitors
4 people
38
Supervise children's activities
6 people
39
Serve hot drinks
3 people
40
Serving food
4 people
41
Refill drinks
2 people
42
Empty trash bins
2 people
43
Support stall sales
3 people
44
See off the last visitors
3 people

Aftercare

45
Close the register
2 people
46
Take down booths and activities
5 people
47
Turn off lights
2 people
48
Clear tables and chairs
4 people
49
Collect waste
3 people
50
Clean the venue
4 people
51
Store materials dry
2 people
52
Return borrowed materials
2 people
53
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 8
Tablesqty 12
Chairsqty 50
Beer benchesqty 8
Clothes racksqty 2
Bollardsqty 12

Tableware

Reusable cupsqty 150
Bowlsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Decorations

Christmas treesqty 3
Christmas baublesqty 100
Christmas garlandsqty 12
Christmas wreathsqty 4
Tableclothsqty 12
Route signsqty 10

Equipment

Cash register setsqty 2
Payment terminalsqty 2
Hot water boilersqty 3
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 8

Lighting

LED string lightsqty 12
LED work lightsqty 4
Cable matsqty 12

Cleaning

Waste binsqty 10
Broomsqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the date and programme before sending invitations. Allow at least 6–8 weeks for stall registration, dietary information, children’s activities and volunteer recruitment, then confirm reservations after registrations close.
Plan the site around movement, not just decoration. Put market stalls, activity areas and tables on a floor plan, then mark entrances, exits, queues and route signs so children do not cross serving or payment areas.
Book children’s activities early and give each one a fixed time slot. Prepare prizes, materials and a volunteer for every activity at least 3 days before the market, rather than trying to organise them during setup.
Check power and lighting before event day. Count the extension cords, power strips, hot water boilers, payment terminals and LED work lights you need, and test them at the venue at least 24 hours beforehand.
Prepare money and food in separate checklists. Have the cash float and cash register sets ready before opening, while refrigerated items go into coolers or storage on arrival and non-perishable supplies are set out first.

Frequently asked questions

How far in advance should I organise a children’s Christmas market?: Start planning 6–8 weeks before the market. Secure the venue, permits and date first; stall registration, invitations, volunteers and supplier orders can then follow in a fixed sequence.
How many volunteers do I need for a children’s Christmas market?: Plan for at least 1 volunteer per activity area, plus 2 people for welcome and payments and 1 person coordinating the floor. Add extra cover for breaks if the market lasts longer than 3 hours.
When should I check permits for a Christmas market?: Check permit requirements as soon as the venue and date are shortlisted, ideally 6 weeks before the event. Do not send final invitations until you know the market can operate under the required conditions.
When should I set up a children’s Christmas market?: Set up non-perishable supplies, tables, chairs, stalls and decorations the day before when possible. On the day, allow at least 3 hours for trees, activity stations, refrigerated items, payment equipment, signs and lighting.

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.