How to organise a Christmas market by the water

Start with the site and permissions, then build the market around access, power and visitor flow. A waterside Christmas market needs more than stalls and decorations: you must plan a safe route to the water, weather cover, toilets, waste collection and reliable electricity. Confirm exhibitors and suppliers before sending final visitor information, because their requirements affect the layout and equipment. In the final week, check stock, chill drinks, prepare food and agree exactly when each team can enter and leave.

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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
Check the permit
2
Reserve venue and stalls
3
Reserve power supply
4
Arrange waste collection
5
Reserve toilet facilities
6
Confirm suppliers
7
Invite exhibitors
2 people
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Create the booth layout
2 people
12
Work out the floor plan
13
Mark off route to water
2 people
14
Inform exhibitors
15
Assign volunteers
2 people
16
Create safety instructions
2 people
17
Agree on Key and Access Times
18
Check the weather forecast
19
Check stock
2 people
20
Finalize shopping list
21
Do the shopping
3 people
22
Collect fresh produce
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up high tables
2 people
26
Set up cash register and change
2 people
27
Receive deliveries
3 people
28
Inspect the site
2 people
29
Set up the stalls
4 people
30
Build party tents
4 people
31
Set up tables and chairs
4 people
32
Hang lighting
3 people
33
Connect power
2 people
34
Hang decorations
3 people
35
Place menu boards
2 people
36
Set up the catering buffet
3 people
37
Set up the coffee and tea station
2 people
38
Lay out crockery and cutlery
2 people
39
Place waste stations
2 people
40
Check toilets
2 people
41
Set out first aid kit
42
Carry out safety checks
2 people
43
Welcome exhibitors
3 people
44
Guide vendors to their spots
2 people
45
Check price lists
2 people
46
Give volunteer briefing
2 people

Event

47
Open the gates
3 people
48
Welcome visitors
3 people
49
Serve hot drinks
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Refill buffet
3 people
53
Clear away dishes
2 people
54
Empty trash bins
2 people
55
Restock toilets
56
Check the lighting
57
Keep the waterfront clear
2 people
58
Inform last visitors
2 people
59
Stop sales and music
2 people
60
See visitors out
3 people

Aftercare

61
Close out the registers
2 people
62
Chill perishable stock
2 people
63
Take down the stalls
4 people
64
Turn off lights
2 people
65
Remove decorations
3 people
66
Collect waste
4 people
67
Wash dishes
3 people
68
Clean the grounds
4 people
69
Inventory materials
2 people
70
Return materials
2 people
71
Store leftover stock
2 people
72
Register lost and found items
73
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 40
High tablesqty 8
Stoolsqty 16
Checkout tablesqty 2
Storage binsqty 12

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Soup kettlesqty 3
Food warmersqty 4
Coolersqty 6
Card machinesqty 3
Extension cordsqty 8
Power stripsqty 8
Handheld microphonesqty 2
Speakersqty 2
Cable matsqty 10

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Thermos flasksqty 8
Serving spoonsqty 12
Kitchen tongsqty 8
Aluminum foil dispensersqty 2

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Buntingqty 12
Christmas wreathsqty 8
Tableclothsqty 18
Menu boardsqty 16
Chalkboardsqty 8

Lighting

String lightsqty 16
LED lanternsqty 20
LED candlesqty 40
Batteriesqty 48

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8
Toilet brushesqty 4
Towel roll holdersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Crowd control barriersqty 20
Rolls of barrier tapeqty 6
Fire extinguishersqty 4
Life ringsqty 2

Other

Cable tiesqty 200
Duct tapeqty 8
Table clampsqty 40
Tool casesqty 3
Cash boxesqty 3
Price sign holdersqty 30
Clothes hangersqty 40

Catering

Groceries

Tips

Check the permit and reserve the venue, stalls, power supply and toilets before inviting exhibitors. Allow at least 6–8 weeks for permissions and supplier availability, especially if the market is outdoors.
Create the floor plan with a clearly marked route to the water, entrance and exit points, toilets, waste stations and emergency access. Share the final booth layout with exhibitors at least 7 days before setup.
Confirm every exhibitor’s arrival time, access requirements and dietary information before the event week. Assign volunteers to specific areas rather than leaving general help unallocated.
Test coffee machines, kettles, soup kettles, food warmers, card machines, microphones and speakers before opening. Keep extension cords and power strips away from walkways and cover crossing cables with cable mats.
Check the weather forecast 48 hours before the market and make the final shopping list then. Chill drinks, collect fresh produce and prepare snacks close to opening time, while keeping backup storage bins and coolers ready for stock.

Frequently asked questions

How far in advance should I organise a Christmas market by the water?: Begin at least 8 weeks ahead. Use the first 2 weeks for the permit, venue, stalls, power, toilets and waste collection, then confirm suppliers and exhibitors before finalising the layout.
What should I arrange first for a waterside Christmas market?: Start with the permit and venue, then reserve stalls, power, toilets and waste collection. These decisions determine the site plan and must be in place before you promise exhibitors specific spaces.
When should exhibitors receive the market layout and access times?: Send the final booth layout, floor plan, access rules and key times at least 7 days before setup. Include the marked route to the water, unloading instructions and the contact person for event-day problems.
When should I buy and prepare food and drinks for the market?: Finalise the shopping list 48 hours before opening, after checking the forecast and confirmed registrations. Buy or collect fresh produce as late as practical, chill drinks in advance and prepare snacks on the day.

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.