How to organise a Christmas market with a Christmas concert

Start by fixing the date, location and concert format before booking stalls or suppliers. A Christmas market with live music combines several separate schedules: permits, vendors, musicians, catering, decorations and visitor flow. Work backwards from opening time, leaving enough time to build the stalls, test the payment register and check power outlets. The final checks are easy to underestimate, especially dietary requirements, cash handling, weather plans and clear signs between the market and stage areas.

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
Confirm date and location
2 people
2
Check permits
3
Reserve Christmas market stalls
4
Confirm musicians
5
Reserve catering suppliers
6
Compile program
2 people
7
Send invitations
2 people
8
Register sign-ups
9
Collect dietary requirements
10
Confirm market vendors
11
Assign volunteers
2 people
12
Check power outlets
2 people
13
Check the weather forecast
14
Print floor plan
15
Print menus
16
Prepare name badges
2 people
17
Test the payment register
18
Get cash float
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Sort Christmas decorations
2 people
23
Build stalls and tents
6 people
24
Set up tables and chairs
4 people
25
Set up the stage area
3 people
26
Connect the sound system
2 people
27
Test microphones
2 people
28
Hang lighting
3 people
29
Hang decorations
4 people
30
Safely finish power cables
2 people
31
Set up the catering buffet
3 people
32
Prepare hot drinks
2 people
33
Display snacks
2 people
34
Lay out crockery and cutlery
2 people
35
Place waste stations
2 people
36
Set up the information desk
2 people

Event

37
Welcome market vendors
3 people
38
Carry out the final safety check
2 people
39
Welcome visitors
3 people
40
Staff the information desk
2 people
41
Serve drinks
4 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Restock the buffet
2 people
45
Empty trash bins
2 people
46
Collect glasses and crockery
2 people
47
Announce carols
48
Perform the Christmas concert
5 people
49
Assist musicians
50
Check the sound level
51
Handle requests and feedback
2 people
52
Take photos of the event
53
Announce final sales
54
Wave goodbye to visitors
3 people
55
Have vendors pack up
2 people

Aftercare

56
Turn off the sound system
2 people
57
Safely remove decorations
3 people
58
Clear away food and drinks
3 people
59
Collect waste
3 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Dismantle tents and stalls
5 people
63
Thoroughly clean the venue
4 people
64
Gather borrowed materials
2 people
65
Return materials
2 people
66
Store leftover stock
2 people
67
Register lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Foldable tablesqty 12
High tablesqty 6
Chairsqty 80
Stoolsqty 12
Buffet tablesqty 4
Clothes racksqty 4
Storage boxesqty 8

Tableware

Coffee cupsqty 100
Mulled Wine Cupsqty 100
Juice glassesqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6
Thermos flasksqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 6
Table runnersqty 12
Christmas figuresqty 10
Menu Card Holdersqty 20
Name badgesqty 30
Directional signsqty 12
Information boardsqty 6

Lighting

String lightsqty 12
LED lampsqty 20
Lanternsqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music standsqty 4
Cable reelsqty 4
Payment terminalqty 2
Cash registerqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 10
Tongsqty 8
Thermometerqty 2
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 8
Litter pickersqty 3
Bucketsqty 4
Mugsqty 3
Broomsqty 4
Hand broomsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Include vendor arrival, market opening, concert start and finish, food service and pack-down times so musicians, suppliers and volunteers know exactly when they are needed.
Check permits, power outlets and weather arrangements at least four weeks before the event. Christmas market stalls, party tents, lighting and the stage area may depend on access to electricity and protection from rain or wind.
Confirm vendors and catering suppliers in writing, then collect dietary requirements before finalising menus. Print menus, prepare information boards and keep separate serving equipment ready for different food options.
Assign volunteers to specific shifts rather than asking for general help. Cover stall setup, musician support, visitor directions, payment handling and closing duties, with at least one named person responsible for the cash float.
Use the last 24 hours for practical preparation: chill drinks, prepare snacks, sort decorations and pack tableware by station. On the day, test the payment register before guests arrive and place directional signs where visitors make their first route choice.

Frequently asked questions

How far in advance should I organise a Christmas market with a concert?: Start planning at least 8 to 12 weeks ahead. Confirm the date, location, permits, musicians, market stalls and key suppliers first; leave the final 7 days for menus, guest details, shopping and weather checks.
How do I plan the programme for a Christmas market concert?: Set the market opening time first, then allow at least 60 minutes for arrival and browsing before the concert starts. Add clear times for vendor setup, sound or stage preparation, food service, breaks and pack-down.
When should I collect dietary requirements from guests?: Ask for dietary requirements when people register or accept the invitation, then close responses at least 7 days before the event. Give the final numbers to catering suppliers before printing menus and preparing snacks.
What should I check on the day of a Christmas market concert?: Allow at least 2 to 3 hours before opening for building stalls, arranging tables and chairs, setting up the stage area and checking lighting. Test power outlets and the payment register, prepare the cash float, and place signs before the first guests 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.