How to organise a Christmas market

Start by fixing the date, opening hours and site layout before contacting stallholders. Once you know how many stalls the space can hold, invite traders, collect registrations and ask about dietary requirements. During the final week, publish the stall plan, confirm deliveries and reservations, assign volunteers and print contact details. On setup day, allow several hours for tents, stalls, tables, lighting, refreshments and payment points before visitors arrive.

Organize this event for free with Lizzt

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
Determine the venue and site layout
2 people
3
Contact stallholders
2 people
4
Register stallholders
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Publish stall layout
9
Check the weather forecast
10
Arrange deliveries with suppliers
11
Confirm reservations
12
Create the volunteer schedule
2 people
13
Print contact list
14
Prepare name badges
15
Print floor plan and signage
16
Arrange cash and change
2 people
17
Do the shopping
3 people
18
Sort non-perishable stock
2 people
19
Check fresh produce
2 people
20
Sort Christmas decorations
2 people
21
Set up stalls and tents
4 people
22
Cordon off the area
2 people
23
Build party tents
6 people
24
Build the stalls
6 people
25
Set up tables
4 people
26
Set out chairs and seating
3 people
27
Hang lighting
4 people
28
Connect power
3 people
29
Set up signage
2 people
30
Hang decorations
4 people
31
Receive booth holders
3 people
32
Guide stall holders to their spots
3 people
33
Have stallholders set up their stands
6 people
34
Prepare coffee and tea
3 people
35
Set out hot drinks
3 people
36
Prepare snacks
4 people
37
Set up buffet tables
3 people
38
Test the cash register and card terminal
2 people
39
Place waste stations
2 people
40
Check toilets
2 people
41
Carry out opening check
3 people

Event

42
Welcome visitors
3 people
43
Staff the information desk
2 people
44
Support stallholders
2 people
45
Serve coffee and tea
3 people
46
Serve hot chocolate
3 people
47
Serve mulled wine
3 people
48
Serve snacks
3 people
49
Chill drinks
2 people
50
Refill drinks
2 people
51
Refill buffet
2 people
52
Empty trash bins
2 people
53
Keep tables clean
2 people
54
Check toilets periodically
55
Check the lighting
56
Close the register
2 people
57
See visitors out
3 people

Aftercare

58
Have stallholders pack up
6 people
59
Store supplies securely
3 people
60
Collect the dishes
2 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Take down tents
6 people
64
Remove lighting
3 people
65
Remove decorations
3 people
66
Clean the grounds
4 people
67
Dispose of waste separately
2 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Clean coolers and equipment
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 14
Folding chairsqty 40
High tablesqty 8
Checkout tablesqty 2
Storage boxesqty 12

Lighting

String lightsqty 12
LED lampsqty 20
Battery lanternsqty 10
Extension cordsqty 12
Power stripsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 4
Mulled wine warmersqty 2
Coolersqty 6
Card machinesqty 2
Cash boxesqty 2
Thermos flasksqty 8

Tableware

Coffee cupsqty 150
Mulled Wine Cupsqty 150
Glassesqty 150
Platesqty 180
Bowlsqty 80
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Soup ladlesqty 4
Serving tongsqty 8
Mixing bowlsqty 6
Serving traysqty 10

Decorations

Christmas treesqty 4
Christmas baublesqty 80
Christmas wreathsqty 8
Christmas table runnersqty 16
Christmas figuresqty 12
Wooden cratesqty 20
Fabric tableclothsqty 16
Chalkboardsqty 14
Pavement signsqty 6
Name card holdersqty 14

Catering

Thermal transport boxesqty 4
Drink dispensersqty 4
Bread basketsqty 8
Ice packsqty 24
Storage binsqty 16

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Hand broomsqty 4
Toilet brushesqty 3

Safety

Non-slip matsqty 12
Cable matsqty 12
Work glovesqty 12
Flashlightsqty 6
Fire extinguishersqty 4

Administration

Name badgesqty 40
Pensqty 30
Clipboardsqty 6
Receipt rollsqty 12
Cash change traysqty 2
Wristbandsqty 200

Signage

Directional signsqty 12
Information boardsqty 8
Booth numbersqty 14
Waste signsqty 10

Groceries

Groceries

Tips

Set the site layout before accepting registrations. Mark entrances, walkways, power points, checkout tables and storage areas so stallholders know exactly where they will go.
Give stallholders a firm registration deadline at least two weeks before the market. Use the final list to publish the stall plan and identify missing information, dietary needs or special deliveries.
Check power and lighting before setup day. Count extension cords and power strips, test string lights and LED lamps, and keep battery lanterns available for dark corners or power interruptions.
Confirm fresh food, drinks and equipment deliveries 48–72 hours before opening. Mulled wine warmers, coffee machines, kettles, coolers and thermos flasks are easy to overlook when several suppliers are involved.
Build in a setup window of at least three hours. Put up tents first, then stalls and tables, followed by signs, decorations, payment points and stock; keep the printed floor plan and contact list at the main coordination point.

Frequently asked questions

How far in advance should I organise a Christmas market?: Start planning at least 8–12 weeks before the market. Contact stallholders early, set a registration deadline around two weeks before opening and use the final week for confirmations, deliveries and volunteer scheduling.
How many volunteers do I need for a Christmas market?: Plan for at least one coordinator on site, one person for setup and supplier contact, and one volunteer for every 20–30 visitors expected at busy times. Add separate cover for payments, visitor questions and breaks rather than leaving one person alone at a checkout table.
When should I check the weather for a Christmas market?: Check the forecast seven days before the event to spot risks, then check again 48 hours and 6 hours before opening. Use the final checks to confirm tent anchoring, sheltered areas, lighting and whether deliveries or opening hours need adjustment.
How long does it take to set up a Christmas market?: Allow at least three hours for a small market and longer if you are building several tents and stalls. Put structures in place first, then tables, lighting, signs, decorations, stock and payment equipment, with a final safety and power check before opening.

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.