How to organise a Christmas book market

A Christmas book market works best when the practical details are fixed before you promote it. Start with the date, opening hours, venue layout and any permit requirements, then invite exhibitors with a clear registration deadline. Once registrations are processed, build the floor plan, assign volunteers and confirm deliveries, equipment and refreshments. Leave the final week for signage, payment checks, stock sorting, exhibitor instructions and a weather review rather than major decisions.

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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
Set date and opening hours
2 people
2
Determine location and layout
2 people
3
Make a venue reservation
4
Check permits and notifications
5
Contact exhibitors
2 people
6
Send registration form
7
Send invitations
2 people
8
Publish event online
9
Distribute promotional posters
3 people
10
Process registrations
2 people
11
Confirm exhibitors
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Reserve deliveries
15
Create the program and floor plan
2 people
16
Design signage
17
Set checkout and payment procedure
2 people
18
Arrange cash change
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Sort books and boxes
4 people
22
Set out decorations and materials
2 people
23
Check the venue
2 people
24
Send final information to exhibitors
25
Check the weather forecast

Event

26
Mark stall and table layout
3 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Connect power and lighting
2 people
30
Hang up decorations
3 people
31
Set up signage
2 people
32
Display books by genre
6 people
33
Place price tags and labels
3 people
34
Set up the cash register
2 people
35
Chill drinks
2 people
36
Prepare coffee and tea
2 people
37
Heat the mulled wine
2 people
38
Set out snacks
3 people
39
Brief volunteers
2 people
40
Welcome exhibitors
3 people
41
Carry out the final safety check
2 people
42
Welcome visitors
2 people
43
Manage the cash register and payments
2 people
44
Sell and pack books
4 people
45
Serve coffee and tea
2 people
46
Serve mulled wine and soft drinks
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Empty trash bins
2 people
51
Check tables and walking routes
2 people
52
Clean the toilets in between
53
Check stock and the cash register
2 people
54
Inform last visitors
2 people
55
Close the register
2 people
56
Check out exhibitors
3 people

Aftercare

57
Collect books and unsold items
4 people
58
Dismantle tables and chairs
4 people
59
Take down party tents
4 people
60
Remove decorations
3 people
61
Wash dishes and supplies
3 people
62
Sort and remove waste
3 people
63
Clean the venue
4 people
64
Return borrowed materials
2 people
65
Return book stock
3 people
66
Handle cash and payments
2 people
67
Store leftover groceries
2 people
68
Send thank-you message
69
Process lost and found items

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
High tablesqty 4
Book cratesqty 24
Clothes racksqty 4
Cash desk table
Storage cabinetsqty 2

Equipment

Cash register
Payment terminal
Extension cordsqty 6
Power stripsqty 6
Kettlesqty 2
Coffee machinesqty 2
Warming kettlesqty 2
Mulled wine kettle
Coolersqty 3
Sound system
Microphone
Hand trucksqty 2
Toolboxesqty 2
Cable reelsqty 3
Fire extinguishersqty 2
Flashlightsqty 4
Walkie-talkiesqty 6
Calculatorsqty 2
Power banksqty 4

Lighting

String lightsqty 8
Outdoor lightsqty 6
Lanternsqty 10
Spare batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Table runnersqty 12
Christmas figuresqty 10
Nativity scene
Notice boardsqty 4
Christmas postersqty 12
Directional signsqty 12
Price tagsqty 300
Genre labelsqty 30
Chalkboardsqty 10
Chalk markersqty 12

Tableware

Coffee cupsqty 60
Mulled Wine Cupsqty 60
Drinking glassesqty 80
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80

Kitchen

Serving jugsqty 4
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Thermos flasksqty 4
Measuring cupsqty 2
Oven mittsqty 4
Aluminum foilqty 2
Food storage containersqty 8

Catering

Groceries
Book bagsqty 100
Paper carrier bagsqty 300
Wrapping paperqty 10
Gift ribbonqty 6
Tapeqty 8
Scissorsqty 6
Labelsqty 500
Paper tapeqty 6
Receipt rollsqty 8
Cash trayqty 2
Pensqty 20
Notepadsqty 6
Small change traysqty 4

Cleaning

Broomsqty 3
Dustpansqty 3
Mopsqty 3
Bucketsqty 3
Trash binsqty 8
Waste binsqty 4
Cleaning glovesqty 8
Window squeegeesqty 2

Tips

Set the exhibitor deadline at least 3 weeks before opening day. You need time to confirm sellers, allocate market stalls or tables, and fit book crates, clothes racks and walkways into the floor plan.
Check power and weather requirements 7 days before the market. Count extension cords and power strips, test the payment terminal and cash register, and confirm whether party tents, outdoor lights or lanterns are needed.
Give exhibitors one final information message 3–5 days before the event. Include arrival time, unloading instructions, stall position, payment arrangements, dietary information and the contact number for the event day.
Plan the first hour separately from the rest of the day. Prepare 2–3 drinks per person for that period, check that coffee machines, kettles and the mulled wine kettle are ready, and keep coolers and warming equipment in their assigned places.
Do a timed venue walk-through the day before, allowing at least 90 minutes. Check entrances, lighting, signage, cable safety, cash-desk access, storage cabinets, decorations and the route for reserved deliveries before books and boxes are unpacked.

Frequently asked questions

How far in advance should I plan a Christmas book market?: Start planning 8–12 weeks before the market, especially if you need a venue reservation, permits or many exhibitors. Set the registration deadline around 3 weeks before opening day so the layout and volunteer schedule can be completed.
How do I organise exhibitors for a Christmas book market?: Send the registration form 6–8 weeks in advance and close it about 3 weeks before the event. Confirm each exhibitor’s space, arrival time, table or stall allocation and payment procedure in writing 3–5 days before opening.
How much coffee and mulled wine do I need for a Christmas book market?: For the first hour, plan roughly 2–3 drinks per person, then adjust for the expected attendance and event length. Confirm dietary requirements at least 1 week beforehand and keep hot drinks separate from busy payment and display areas.
When should I set up a Christmas book market?: Sort books, boxes and display materials the day before and allow at least 90 minutes for the final venue check. On the event day, finish stalls, decorations, signage, lighting and payment testing before exhibitors arrive, leaving a 30-minute buffer for delays.

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.