How to organise a Christmas market

A Christmas market works best when you treat it as a small temporary site, not just a festive gathering. Start by fixing the date and location, then build the stallholder list, confirm permissions and design the layout before ordering supplies. Power, weather cover, payments and volunteer shifts are the details most likely to cause delays. Use the plan below to set deadlines, prepare the market area and keep trading moving on the day.

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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
Make reservations
3
Work out market layout
2 people
4
Invite stallholders
5
Send invitations
2 people
6
Process registrations
7
Confirm market stall sales
8
Collect dietary requirements
9
Check permits
10
Map power points
2 people
11
Confirm suppliers
12
Recruit volunteers
2 people
13
Assign volunteers
14
Create menus
15
Make price tags
16
Prepare stall numbers
17
Test the payment system
2 people
18
Prepare route signs
19
Post social promotion
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Set up non-perishable supplies
2 people
24
Sort Christmas decorations
2 people
25
Prepare weather plan
26
Clear the site
4 people
27
Lay out power cables
3 people
28
Build party tents
6 people
29
Set up booth tables
5 people
30
Set up chairs
3 people
31
Hang lighting
4 people
32
Connect extension cords
3 people
33
Set up Christmas tree
3 people
34
Hang decorations
4 people
35
Hang up booth numbers
2 people
36
Place menus
2 people
37
Set up sales tables
6 people
38
Prepare catering
5 people
39
Heat the mulled wine
2 people
40
Make coffee and tea
2 people
41
Lay out cash
2 people
42
Place waste stations
2 people
43
Check toilets
2 people
44
Conduct safety rounds
2 people

Event

45
Receive booth holders
2 people
46
Welcome visitors
3 people
47
Staff the information desk
2 people
48
Serve catering
5 people
49
Serve mulled wine
3 people
50
Serve coffee and tea
2 people
51
Refill drinks
3 people
52
Refill snacks
3 people
53
Support stallholders
2 people
54
Process payments
3 people
55
Empty trash bins
2 people
56
Keep tables clean
2 people
57
Restock toilets
58
Check the lighting
59
Announce the final round
60
Close sales
4 people
61
See visitors out
3 people

Aftercare

62
Secure cash and equipment
3 people
63
Catering breakdown
4 people
64
Wash dishes
3 people
65
Clear tables and chairs
5 people
66
Remove decorations
4 people
67
Dismantle lighting
3 people
68
Take down party tents
6 people
69
Collect waste
4 people
70
Clean the grounds
4 people
71
Inventory materials
2 people
72
Return rental items
2 people
73
Store leftover stock
2 people
74
Take waste to the collection point
2 people
75
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 40
Tableclothsqty 24
Stall racksqty 12
Storage boxesqty 12
Clothes racksqty 6

Tableware

Mugsqty 120
Mulled Wine Cupsqty 150
Soft drink glassesqty 120
Platesqty 120
Bowlsqty 80
Forksqty 120
Knivesqty 80
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Artificial branchesqty 20
Red table runnersqty 24
Booth numbersqty 18
Price tagsqty 100
Menu boardsqty 8
Route signsqty 10
Clothespinsqty 100

Lighting

LED light stringsqty 12
LED lampsqty 20
Lanternsqty 12
Batteriesqty 48

Equipment

Warming kettlesqty 4
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cash traysqty 4
Card machinesqty 4
Power stripsqty 10
Extension cordsqty 12
Cable reelsqty 4
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Scissorsqty 6
Measuring cupsqty 4
Mixing bowlsqty 6
Pliersqty 10
Oven mittsqty 8
Aluminum traysqty 20
Serving spoonsqty 12
Bottle openersqty 6
Corkscrewsqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Cleaning spongesqty 12
Hand broomsqty 4
Hand soap dispensersqty 8
Paper towel dispensersqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 12
Barrier tapeqty 4
Flashlightsqty 6

Other

Cash boxesqty 4
Small walletsqty 4
Clipboardsqty 6
Pensqty 24
Rolls of tapeqty 12
Cable tiesqty 200
Rope rollsqty 6
Umbrellasqty 8

Catering

Groceries

Tips

Set the layout before confirming every stall. Mark the position of tables, racks, tents, food service and route signs, then check that visitors can move through the market without blocking queues or access points.
Give stallholders a firm registration deadline at least 3–4 weeks before the market. Use the final list to confirm stall sales, collect dietary requirements and decide how many booth numbers, tables and power points are needed.
Check permits and power before advertising the event widely. Map each power point, identify which stalls need electricity and test the payment system before setup day rather than discovering a connection problem during opening hours.
Plan volunteer coverage in shifts of about 2–3 hours. Assign specific jobs—welcome desk, stallholder support, queues, waste checks and closing—so no one has to guess what to do when the market gets busy.
Prepare for weather at least 48 hours before opening. Check the forecast, inspect party tents and tables, protect decorations and signs, and decide in advance what happens if wind or rain makes an outdoor area unsafe.

Frequently asked questions

How far in advance should I organise a Christmas market?: Start planning at least 8–12 weeks ahead. Confirm the date and location first, then allow 3–4 weeks to recruit and register stallholders, check permits and finalise the layout.
How many stallholders do I need for a Christmas market?: The number depends on the available space and stall size, so measure the site before accepting registrations. Leave clear routes and queue space; a compact market with 10–15 well-spaced stalls is easier to manage than an overcrowded one.
When should I check permits and power for a Christmas market?: Check permits and available power at least 6 weeks before the event. Map the power points before confirming suppliers, and test the payment system no later than the day before opening.
What should I do if the Christmas market is outdoors and it rains?: Make the weather decision at least 48 hours in advance using the forecast and site conditions. Keep tents, signs, decorations and supplies ready, and set a clear cancellation, relocation or reduced-layout plan before visitors arrive.

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.