How to organise a Christmas market with a Christmas circus
A Christmas market with a circus needs two plans that work together: one for stalls and visitors, and one for performers, seating and audience movement. Start by fixing the date and location, then book the circus before approaching vendors and performers. Permits, insurance, a safety plan and power access should be settled before promotion begins. In the final weeks, confirm stallholders, catering, reservations, volunteers and route signs so the market does not depend on last-minute decisions.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm event date
2 people
- 2
Record the location and grounds
2 people
- 3
Book circus performance
- 4
Approach market vendors
2 people
- 5
Book Christmas performers
- 6
Apply for permits
- 7
Check insurance
- 8
Prepare safety plan
2 people
- 9
Determine evacuation routes
2 people
- 10
Map out power outlets
2 people
- 11
Create a site map
2 people
- 12
Finalize the market layout
2 people
- 13
Finalize circus layout
2 people
- 14
Send invitations
2 people
- 15
Launch social media promotion
- 16
Process registrations
2 people
- 17
Collect dietary requirements
- 18
Order catering
2 people
- 19
Confirm stallholders
- 20
Confirm reservations
2 people
- 21
Assign volunteers
2 people
- 22
Distribute parking information
- 23
Design route signs
- 24
Prepare wristbands
2 people
- 25
Check the Christmas decorations
2 people
- 26
Test the lighting
2 people
- 27
Check catering materials
2 people
- 28
Do the shopping
3 people
- 29
Bring materials to the venue
4 people
- 30
Have the circus tent set up
6 people
- 31
Set up the market stalls
6 people
- 32
Set up tables and chairs
5 people
- 33
Connect power supply
3 people
- 34
Hang lighting
4 people
- 35
Hang decorations
4 people
- 36
Set up the catering buffet
4 people
- 37
Chill drinks
2 people
- 38
Prepare snacks
4 people
- 39
Set out coffee and tea
2 people
- 40
Receive booth holders
3 people
- 41
Check booth layout
2 people
- 42
Carry out circus check
3 people
- 43
Brief volunteers
2 people
- 44
Set up the entrance booth
2 people
- 45
Check toilets
2 people
- 46
Check site safety
2 people
Event
- 47
Welcome visitors
4 people
- 48
Arrange entrance and wristbands
3 people
- 49
Support the Christmas market
3 people
- 50
Guide circus visitors
4 people
- 51
Guide the circus performance
4 people
- 52
Provide Christmas music
- 53
Serve hot drinks
3 people
- 54
Serve snacks
3 people
- 55
Refill drinks
2 people
- 56
Keep buffet clean
2 people
- 57
Collect waste
2 people
- 58
Clean toilets in between
2 people
- 59
Guide visitor flow
3 people
- 60
Handle the final announcement
- 61
Close market stalls
3 people
- 62
See visitors out
4 people
Aftercare
- 63
Catering breakdown
4 people
- 64
Wash dishes
3 people
- 65
Bring waste to the collection point
3 people
- 66
Clean the grounds
5 people
- 67
Take down market stalls
6 people
- 68
Have the circus tent taken down
6 people
- 69
Remove lighting
4 people
- 70
Remove decorations
4 people
- 71
Return materials
4 people
- 72
Return rental items
2 people
- 73
Hand over the venue
2 people
- 74
Store leftover groceries
2 people
- 75
Clean cooling materials
2 people
- 76
Clean Tableware and Glassware
3 people
- 77
Sort decoration materials
2 people
- 78
Collect lost and found items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 12
- Party tentsqty 4
- Beer tablesqty 12
- Foldable tablesqty 8
- Folding chairsqty 80
- Lounge sofasqty 8
- High tablesqty 8
- Clothes racksqty 8
- Stall weightsqty 24
- Circus chairsqty 300
- Entrance tableqty 2
- Crowd control barriersqty 20
Lighting
- String lightsqty 12
- LED lanternsqty 20
- LED floodlightsqty 8
- Extension cordsqty 12
- Power stripsqty 10
- Cable matsqty 20
Equipment
- Circus tent
- Cash boxesqty 2
- Card machinesqty 3
- Queue barriersqty 12
- Handheld megaphonesqty 2
- Walkie-talkiesqty 8
- Coolersqty 6
- Food warmersqty 4
- Coffee machinesqty 3
- Kettlesqty 3
- Sales cash registersqty 3
- Fire extinguishersqty 6
- Flashlightsqty 8
- Batteriesqty 32
- First aid kitsqty 2
- Rain barrelsqty 2
Tableware
- Coffee cupsqty 120
- Glassesqty 250
- Wine glassesqty 100
- Platesqty 250
- Bowlsqty 100
- Cutlery setsqty 250
- Serving traysqty 12
Kitchen
- Cutting boardsqty 6
- Paring knivesqty 6
- Serving spoonsqty 12
- Scissorsqty 6
- Measuring cupsqty 4
- Thermos flasksqty 8
- Food containersqty 20
- Aluminum foilqty 6
- Cling filmqty 6
Decorations
- Christmas treesqty 6
- Christmas baublesqty 120
- Christmas garlandsqty 20
- Christmas wreathsqty 8
- Poinsettiasqty 12
- Christmas table runnersqty 20
- Christmas figuresqty 10
- Tableclothsqty 20
- Price holdersqty 30
- Santa costume
- Photo backdrop
- Directional signsqty 20
- Parking signsqty 12
- Program leafletsqty 500
- Floor plansqty 500
- Wristbandsqty 500
- Name badgesqty 80
- Pensqty 30
- Price tagsqty 200
- Rolls of tapeqty 12
- Cable tiesqty 500
- Rope rollsqty 6
- Scissor setsqty 6
Catering
- Groceries
Cleaning
- Waste binsqty 8
- Waste binsqty 20
- Broom setsqty 4
- Dustpansqty 4
- Mopsqty 6
- Bucketsqty 6
- Cleaning glovesqty 12
- Toilet brushesqty 6
- Paper towelsqty 12
- Disinfectant sprayqty 6
Tips
- Book the circus performance and Christmas performers before promoting the event. Their availability determines the timetable, the circus layout and how long visitors stay on site.
- Draw one site map showing the market stalls, circus tent, entrances, queues, evacuation routes and power outlets. Keep walkways clear and mark cable crossings with cable mats rather than leaving extension cords across visitor routes.
- Apply for permits and check insurance early, ideally several weeks before the event. Your safety plan should cover crowd control, emergency access, evacuation routes and who carries the walkie-talkies during the event.
- Confirm each stallholder and reservation in the final two weeks, including dietary requirements for registered guests. This prevents missing food options and gives you a reliable headcount before ordering catering.
- Check lighting and payment equipment before opening: test string lights, LED floodlights, card machines and cash boxes on site. Christmas markets often run into darker hours, so do not leave power checks until the morning of the event.
Frequently asked questions
- How far in advance should I organise a Christmas market with a circus?
- Start at least 8 to 12 weeks before the event. Book the circus, confirm the location, apply for permits and approach market vendors first; promotion and registrations can follow once the main programme is secure.
- What should I book first for a Christmas market circus event?
- Fix the date and location first, then book the circus performance. After that, secure Christmas performers and market vendors so you can build the layout, timetable and visitor communication around confirmed participants.
- How do I plan the layout for a Christmas market and circus?
- Create the site map at least 3 weeks before the event. Separate stall queues from circus entry and exit routes, allow clear emergency access, and mark every power outlet, cable crossing and barrier position.
- When should I confirm food and dietary requirements?
- Collect dietary requirements during registration and confirm them no later than 2 weeks before the event. Use the final reservation count to order catering, drinks and serving supplies, then recheck quantities with the caterer during the last week.
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