How to organise a chocolate Christmas market

Start by fixing the date and location, then design the market around your sales points, power supply and storage needs. Chocolate products, hot drinks and decorations all compete for space, so plan the layout before ordering equipment or food. Work backwards from opening time: confirm suppliers and deliveries first, then recruit volunteers, process registrations and collect dietary information. In the final week, check stock, tableware, payment terminals and safe chocolate storage rather than discovering gaps during setup.

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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
Work out market layout
2 people
3
Determine sales points
2 people
4
Select suppliers
2 people
5
Reserve deliveries
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Set sale prices
2 people
11
Prepare payment method
2 people
12
Check power outlets
2 people
13
Check fire safety
2 people
14
Create decoration plan
15
Design menus
16
Print floor plan
17
Check the inventory list
2 people
18
Order groceries
2 people
19
Check chocolate stock
2 people
20
Count the dishes and materials
2 people
21
Receive deliveries
2 people
22
Store chocolate in a cool place
2 people
23
Set up non-perishable supplies
2 people
24
Prepare chocolate products
4 people
25
Stock the refrigerators
2 people
26
Prepare receipts
27
Print volunteer schedule
28
Check the weather forecast

Event

29
Set up tents
4 people
30
Set up tables
4 people
31
Set up chairs
3 people
32
Hang lighting
3 people
33
Connect power supply
2 people
34
Hang up decorations
3 people
35
Place menu boards
2 people
36
Set up sales points
5 people
37
Display the chocolate
4 people
38
Prepare hot chocolate
3 people
39
Set out coffee and tea
2 people
40
Set out tasting portions
3 people
41
Test cash registers
2 people
42
Brief volunteers
2 people
43
Set up entrance and wayfinding signs
2 people
44
Open market
2 people
45
Sell chocolate products
6 people
46
Serve hot drinks
3 people
47
Hand out tastings
2 people
48
Refill drinks
2 people
49
Restock chocolate supplies
2 people
50
Collect tableware
2 people
51
Empty trash bins
2 people
52
Keep tables clean
2 people
53
Restock toiletries
54
Close out the registers
2 people
55
Close the market
2 people

Aftercare

56
Pack chocolate safely
3 people
57
Store unsold stock
2 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Take down tents
4 people
61
Remove lighting
3 people
62
Remove decorations
3 people
63
Sort waste
3 people
64
Clean the venue
4 people
65
Clean materials
3 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Secure the sales proceeds
2 people
69
Distribute leftover food
2 people
70
Set aside damaged materials

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 12
High tablesqty 6
Chairsqty 40
Foldable tablesqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Dessert platesqty 100
Teaspoonsqty 100
Serving tongsqty 12
Small bowlsqty 30

Kitchen

Hot drink urnsqty 4
Soup potsqty 2
Cutting boardsqty 4
Chef’s knives and paring knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Baking traysqty 4

Equipment

Chocolate fountainsqty 2
Induction hobsqty 2
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Cash register terminalsqty 3
Extension cordsqty 8
Power stripsqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Table runnersqty 12
Menu boardsqty 8
Price tagsqty 80
Chalkboardsqty 6

Lighting

String lightsqty 10
LED lanternsqty 12
LED candlesqty 30
Batteriesqty 40

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 10

Catering

Disposable glovesqty 300
Paper napkinsqty 500
Chocolate boxesqty 150
Paper carrier bagsqty 200
Tasting cupsqty 500
Stirrersqty 300
Skewersqty 500
Serving plattersqty 30
Groceries

Tips

Allow at least 2–3 weeks to confirm suppliers and reserve delivery slots. Chocolate, drinks and other refrigerated items should arrive early enough for you to check quantities before market day.
Draw the floor plan before placing market tables, high tables and party tents. Mark every sales point, queue route, power outlet and extension cord so chocolate fountains, urns and coffee machines do not overload one area.
Set sale prices and payment methods before sending final invitations. Test each cash register terminal at least 24 hours beforehand and keep a small amount of change available if cash will be accepted.
Collect dietary requirements with registrations and place the information where volunteers can see it. Use separate serving tongs, bowls and utensils for products with different ingredients to reduce mix-ups.
Store chocolate in a cool, dry place and stock refrigerators before opening. Count dishes, cups, glasses, plates and teaspoons against the expected attendance, then keep a reserve for the busiest first hour.

Frequently asked questions

How far in advance should I plan a chocolate Christmas market?: Begin 4–6 weeks before the event. Confirm the date, location, suppliers and layout first; complete stock, equipment and volunteer checks during the final 7 days.
How do I plan the layout for a chocolate Christmas market?: Create a floor plan at least 2 weeks before opening. Separate sales points from preparation areas, leave clear routes for queues, and mark power outlets for fountains, kettles and coffee machines.
How should I store chocolate before the market?: Keep chocolate in a cool, dry place and away from direct heat or sunlight. Receive deliveries early enough to check them, and move products needing refrigeration into stocked coolers or refrigerators before setup.
When should volunteers receive their shifts and instructions?: Send shifts and role instructions at least 7 days before the market. Include arrival time, sales-point duties, payment procedures, dietary information and who handles restocking or equipment problems.

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.