How to organise a Christmas goods market

A Christmas goods market needs more than decorated tables and a vendor list. Set the date, venue and trading terms first, then recruit exhibitors early enough to build a balanced market. In the final week, focus on registrations, dietary requirements, parking, chilled goods, signage and payment equipment. On the day, leave time for lighting tests, stall setup and loading access before visitors arrive.

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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 the market date and times
2 people
2
Confirm market location
2 people
3
Assign pitches
2 people
4
Draw up sales terms
2 people
5
Recruit vendors
3 people
6
Send invitations
2 people
7
Announce market online
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Update the exhibitor list
2 people
11
Confirm exhibitors
2 people
12
Reserve parking and loading spaces
13
Book catering
2 people
14
Collect Christmas decorations
3 people
15
Check tables and chairs
2 people
16
Test the lighting
2 people
17
Check tools
18
Prepare price tags
2 people
19
Make arrows and route signs
2 people
20
Prepare receipts
21
Create inventory list
2 people
22
Do the shopping
3 people
23
Pick up chilled products
2 people
24
Chill drinks
2 people
25
Sorting packaging
2 people
26
Prepare cash register change
2 people
27
Open venue
2 people
28
Clear the loading zone
2 people
29
Set up tables and chairs
4 people
30
Arrange stands
4 people
31
Distribute power outlets
2 people
32
Hang lighting
3 people
33
Hang decorations
3 people
34
Welcome exhibitors
3 people
35
Set up sales tables
6 people
36
Display stall prices clearly
3 people
37
Set up the catering table
3 people
38
Make coffee and tea
2 people
39
Set up the cash register
2 people
40
Place entrance signs
2 people
41
Check safe walking routes
2 people

Event

42
Officially open the market
2 people
43
Welcome visitors
3 people
44
Support exhibitors
2 people
45
Manage the cash register
2 people
46
Serve snacks
3 people
47
Serve drinks
2 people
48
Refill drinks
2 people
49
Refill coffee and tea
2 people
50
Empty trash bins
2 people
51
Check toilets
52
Keep walkways clear
2 people
53
Register lost property
54
Announce final sales round
55
Close the market
3 people

Aftercare

56
Check out exhibitors
3 people
57
Close the register
2 people
58
Collect unsold items
4 people
59
Dismantle tables and chairs
4 people
60
Remove lighting
3 people
61
Remove decorations
3 people
62
Sort waste
3 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Return materials
2 people
66
Empty coolers
2 people
67
Return deposit and keys
68
Store leftover stock
2 people
69
Settle up with vendors
2 people
70
Handle lost and found

What to bring

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

Furniture

Tablesqty 18
Chairsqty 36
Foldable tablesqty 4
Clothes racksqty 6
Stoolsqty 6
Party tentsqty 4
Tableclothsqty 18
Clothing coversqty 20
Storage cratesqty 20
Transport cartsqty 2

Lighting

String lightsqty 12
LED lampsqty 10
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas wreathsqty 6
Christmas garlandsqty 12
Poinsettiasqty 8
Christmas clothqty 4
Decorative gift boxesqty 10
Directional signsqty 12
Booth numbersqty 30
Prize card holdersqty 80
Price listsqty 30
Information boardsqty 6
Christmas postersqty 10

Equipment

Cash register
Payment terminal
Cash drawer
Mobile phoneqty 2
Chargersqty 3
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Handheld megaphone
Hand trucksqty 3
Cable reelsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8
Pitcherqty 3

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 12
Serving tongsqty 6
Thermos cupsqty 100
Aluminum foilqty 2
Food storage containersqty 8

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand sanitizer pumpsqty 6
Toilet brushesqty 2

Groceries

Groceries

Tips

Set the date, opening hours and venue before inviting vendors. Include setup and pack-down times so exhibitors know when they can unload and when stalls must be cleared.
Write the sales terms before registrations open. State pitch sizes, arrival instructions, payment responsibilities and any rules for food, cancellations and shared equipment.
Close registrations several days before the market and update the exhibitor list immediately. Confirm every vendor, record dietary requirements and assign pitches before creating the route signs.
Reserve parking and loading spaces for the setup period, not just for opening time. A short loading window becomes a bottleneck when several vendors arrive with tables, clothing racks or chilled products.
Test string lights, LED lamps, extension cords and cable mats before the event, then prepare price tags, receipts and payment devices in advance. Keep chargers, cash handling equipment and a working phone together at the sales point.

Frequently asked questions

How far in advance should I organise a Christmas goods market?: Start at least 8 to 12 weeks before the market. Set the date and venue first, recruit vendors next, and leave the final 7 days for confirmations, shopping, signage and equipment checks.
When should vendor registrations close?: Close registrations at least 7 days before opening if you need assigned pitches and an exhibitor list. This gives you time to confirm exhibitors, collect dietary requirements and prepare signs and price tags.
How much time do vendors need to set up?: Allow 90 minutes to 2 hours for setup, especially when vendors bring tables, clothes racks, decorations or chilled products. Keep loading spaces available during that entire window.
What should I check on the morning of the Christmas market?: Allow at least 60 minutes for the final check. Test lighting and power, place route signs, confirm tables and chairs, chill drinks, check payment equipment and make sure receipts and packaging are ready.

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.