How to organise a Christmas market at a campsite

A campsite Christmas market works best when you treat it as a small outdoor event rather than a collection of stalls. Set the date and programme first, then confirm vendors, map the market area and check what the site can support. Food deliveries, power, lighting and weather are the parts most likely to cause delays. Use a clear layout, assign volunteers by time slot and prepare cash, menus and price tags before vendors 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 the date and program
2 people
2
Lay out the market area
2 people
3
Contact stallholders
2 people
4
Confirm booth layout
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Coordinate deliveries with vendors
2 people
9
Check power outlets
2 people
10
Test the lighting
2 people
11
Check permits and regulations
12
Check the weather forecast
13
Check the shopping list
2 people
14
Order groceries
2 people
15
Assign volunteers
2 people
16
Print floor plan
17
Make price tags
2 people
18
Create menus
2 people
19
Collect cash
20
Prepare cash register and change
2 people
21
Confirm stallholders
22
Inspect the grounds and toilets
2 people
23
Receive deliveries
2 people
24
Store chilled products
2 people
25
Build party tents
4 people
26
Set up the market stalls
4 people
27
Set up tables and chairs
4 people
28
Hang lighting
3 people
29
Lay out power cables safely
2 people
30
Hang decorations
3 people
31
Place stall cards
2 people
32
Receive booth holders
2 people
33
Turn on the Christmas lights
34
Prepare soup and mulled wine
3 people
35
Prepare coffee and tea
2 people
36
Prepare snacks and sandwiches
3 people
37
Set up payment points
2 people
38
Restock toilets
39
Carry out opening check
2 people

Event

40
Welcome visitors
3 people
41
Staff the cash register
2 people
42
Serve drinks
3 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Keep food warm
2 people
46
Empty trash bins
2 people
47
Check toilets
48
Keep the market square tidy
2 people
49
Play Christmas music
50
Announce final sales
51
See visitors out
3 people

Aftercare

52
Close the register
2 people
53
Check out exhibitors
2 people
54
Clear away food and drinks
3 people
55
Collect waste
3 people
56
Wash dishes
3 people
57
Turn off lights
2 people
58
Remove decorations
3 people
59
Take down party tents
4 people
60
Take down market stalls
4 people
61
Clear tables and chairs
4 people
62
Clean the grounds
3 people
63
Clean the restrooms
2 people
64
Check materials
2 people
65
Return materials
2 people
66
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 10
Folding tablesqty 12
Folding chairsqty 60
High tablesqty 6
Stall shelvesqty 20

Lighting

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

Decorations

Christmas treesqty 4
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Red tableclothsqty 12
Price tagsqty 40
Menu boardsqty 8
Direction signsqty 10
Conesqty 12
Barrier tapeqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Soup bowlsqty 100
Platesqty 120
Cutlery setsqty 120
Napkin holdersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Hot platesqty 4
Coolersqty 4
Bluetooth speakersqty 2
Payment terminalsqty 2

Kitchen

Thermos flasksqty 6
Soup ladlesqty 4
Serving spoonsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 3
Storage binsqty 12
Cool bagsqty 6
Cash box
Card machine chargersqty 2

Cleaning

Waste binsqty 10
Mop setsqty 2
Broom setsqty 3
Cleaning bucketsqty 4
Rubber glovesqty 6
Hand soap dispensersqty 6
Towel dispensersqty 6

Safety

Fire extinguishersqty 4
Fire blanketsqty 3
First aid kitsqty 2
Flashlightsqty 4

Catering

Groceries

Tips

Start with the date, opening hours and programme, then give stallholders a firm registration deadline. Collect dietary requirements at least 7 days before the market so menus and food orders can be adjusted.
Draw the stall layout before setting up the grounds, including tents, tables, toilets, entrances and delivery access. Print at least 2 copies of the floor plan and keep one with the setup team.
Test every power outlet and lighting circuit before market day. Keep extension cords and power strips away from walkways, cover crossings with cable mats and prepare battery lanterns as a backup.
Schedule chilled and hot-food deliveries in separate time windows, ideally 2-3 hours before opening. Assign one person to receive each delivery and move chilled products into storage immediately.
Prepare the cash register with change, reusable cups, menus and price tags before the first visitor arrives. Have at least 1 volunteer checking stalls and toilets every 60 minutes, especially after bad weather.

Frequently asked questions

How far in advance should I organise a Christmas market at a campsite?: Start planning 6-8 weeks before the market. Confirm stallholders and check permits and regulations early; set a final vendor and dietary-requirement deadline 7 days before opening.
How many volunteers do I need for a campsite Christmas market?: Plan on 1 volunteer per 10-15 stalls, plus separate cover for deliveries, cash and site checks. For a market with 20 stalls, schedule at least 4 people during setup and peak visitor times.
When should I put up the tents and Christmas lights?: Build the party tents and basic stall layout the day before if site rules and weather allow. Test string lights, LED lamps and power connections at least 3 hours before visitors arrive, with battery lanterns ready as backup.
How do I prepare food and drink for a Christmas market?: Confirm quantities with vendors 7 days ahead and schedule deliveries 2-3 hours before opening. Keep chilled products in storage as soon as they arrive, and prepare separate coffee cups, soup bowls, plates and cutlery for service.

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.