How to organise a Christmas market in Kas

A Christmas market in Kas needs more than decorated stalls and hot drinks. Start by confirming the greenhouse and grounds, then build the plan around vendors, visitor routes, power and weather protection. Food, drinks and payments need their own preparation timeline, especially when you are serving soup, pastries and mulled wine. Use a printed floor plan so every stand, table, tent and emergency exit is clear before setup begins.

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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
Confirm greenhouse and grounds
2
Invite vendors
2 people
3
Process registrations
4
Collect dietary requirements
5
Reserve party tents
6
Arrange stands
2 people
7
Assign vendors
8
Schedule volunteers
9
Send vendor information
10
Check power outlets
2 people
11
Plan walking routes
2 people
12
Clear emergency exits
2 people
13
Design price tags
14
Print floor plan
15
Print price cards
16
Create signage
2 people
17
Check Christmas decorations
2 people
18
Repair Christmas decorations
2 people
19
Do the shopping
3 people
20
Get cash float
21
Charge payment terminals
22
Set out coffee and tea
2 people
23
Prepare soup
3 people
24
Portion cookies and pastries
2 people
25
Prepare mulled wine
2 people
26
Sort tableware and glassware
2 people
27
Pack materials per booth
3 people
28
Load transport
4 people
29
Ventilate greenhouse
2 people
30
Set up tables and chairs
5 people
31
Build party tents
4 people
32
Provide tables for booths
4 people
33
Place tablecloths
3 people
34
Put up Christmas trees
3 people
35
Hang decorations
4 people
36
Hang lighting
4 people
37
Securely finish cables
2 people
38
Test lighting and power
2 people
39
Set up signage
2 people
40
Set up the cash registers
3 people
41
Chill drinks
3 people
42
Set up the buffets
4 people
43
Make coffee and tea
2 people
44
Bring soup to temperature
2 people
45
Heat the mulled wine
2 people
46
Receive vendors
3 people
47
Guide vendors to booths
3 people
48
Brief the opening team
2 people

Event

49
Staff the entrance
2 people
50
Staff the cash registers
3 people
51
Serve snacks
3 people
52
Serve hot drinks
3 people
53
Serve mulled wine
2 people
54
Refill drinks
2 people
55
Refill buffet
3 people
56
Empty trash bins
2 people
57
Keep tables clean
2 people
58
Check toilets
59
Restock supplies
2 people
60
Announce final sales

Aftercare

61
Let vendors unload
3 people
62
Collect tableware
3 people
63
Pack leftovers safely
2 people
64
Sort waste
3 people
65
Close out the registers
2 people
66
Turn off lights
2 people
67
Take down decorations
4 people
68
Take down tents
4 people
69
Put furniture back
5 people
70
Sweep and mop the greenhouse
4 people
71
Clean the restrooms
2 people
72
Load materials
4 people
73
Return borrowed items
2 people
74
Wash dishes
3 people
75
Empty coolers
2 people
76
Store leftover stock
2 people

What to bring

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

Furniture

Market tablesqty 12
Beer tablesqty 6
Chairsqty 80
Checkout tablesqty 2
Coat racksqty 2
Waste binsqty 8
Bollardsqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 300
Coffee mugsqty 100
Wine glassesqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving spoonsqty 10
Serving tongsqty 10

Decorations

Christmas treesqty 2
Christmas wreathsqty 6
Christmas garlandsqty 12
Christmas baublesqty 200
Tableclothsqty 20
Christmas figuresqty 20
Prize card holdersqty 100
Name badgesqty 50
Christmas tree standsqty 2

Lighting

LED light stringsqty 20
LED lanternsqty 12
LED candlesqty 30
Work lightsqty 6

Equipment

Cash boxesqty 3
Payment terminalsqty 3
Charging cablesqty 6
Extension cordsqty 8
Power stripsqty 12
Cable matsqty 20
High tablesqty 6

Kitchen

Coffee machinesqty 2
Hot water urnsqty 3
Induction platesqty 3
Soup kettlesqty 3
Cooking potsqty 4
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Kitchen knivesqty 6
Measuring jugsqty 4
Kitchen thermometersqty 3

Cleaning

Broom setsqty 3
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
First aid kit

Catering

Groceries

Tips

Confirm the greenhouse, grounds and party tents before inviting vendors. This gives you a fixed layout and lets you assign stands without moving people later.
Process registrations early and collect dietary requirements at the same time. Send vendors their arrival details, stand assignment, power information and setup deadline at least 7 days before the market.
Walk the site before decorating and mark emergency exits, power outlets and visitor routes on the floor plan. Check that cables, bollards, tables and waste bins do not narrow the main walking route.
Prepare printed price cards, price tags and signage before the event day. Put price card holders and name badges with each vendor’s materials so nobody is still writing labels during opening time.
Finish food, drink and payment checks before visitors arrive. Charge payment terminals, prepare the cash float, set out coffee and tea, portion cookies and pastries, and prepare mulled wine in separate work areas.

Frequently asked questions

How far in advance should I organise a Christmas market in Kas?: Start planning at least 6 to 8 weeks ahead. Confirm the venue and grounds first, then invite vendors, process registrations and order or reserve tents, furniture and lighting.
How do I plan the layout for a Christmas market?: Create a floor plan at least 2 weeks before the event and include vendor stands, checkout tables, food service, waste bins, power outlets and emergency exits. Walk the finished layout once before opening.
When should I send information to Christmas market vendors?: Send the vendor information at least 7 days before the market. Include the stand assignment, arrival time, setup deadline, available power, route to the site and any rules for food or payments.
How much food and drink should I prepare for the market?: Use confirmed registrations and expected attendance to calculate quantities, then add a small buffer of about 10 percent. Prepare hot drinks and mulled wine in batches so they stay fresh rather than making everything several hours in advance.

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.