How to organise a Christmas market in Markthal

Start by fixing the date, opening hours and Markthal reservation before contacting exhibitors. Once the layout and entrance route are clear, invite vendors, process registrations and collect dietary requirements. In the final week, confirm deliveries, catering quantities, payment procedures and music rights. On the day, set up stalls and tables first, then test power, payment terminals, drinks and food before visitors 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
Record date and times
2 people
2
Reserve Markthal
2 people
3
Determine the market layout
2 people
4
Contact exhibitors
2 people
5
Confirm exhibitors
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Reserve deliveries
10
Determine catering quantities
2 people
11
Check music rights
12
Coordinate route and entrance
2 people
13
Work out the floor plan
2 people
14
Assign pitch locations
2 people
15
Assign volunteers
2 people
16
Prepare the cash register procedure
2 people
17
Test payment terminals
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect fresh produce
2 people
21
Check tableware and equipment
2 people
22
Sort decorations
2 people
23
Make allergen labels
2 people
24
Chill drinks
2 people
25
Set up market stalls and tables
4 people
26
Set up chairs and standing tables
3 people
27
Place tablecloths
2 people
28
Connect lighting
2 people
29
Hang decorations
3 people
30
Decorate the Christmas tree
2 people
31
Put up signage
2 people
32
Set up the catering buffet
3 people
33
Prepare hot drinks
2 people
34
Display snacks
3 people
35
Place allergen cards
2 people
36
Set up the cash register and payment point
2 people
37
Welcome exhibitors
3 people
38
Have exhibitors set up their stands
4 people
39
Carry out the final safety check
2 people

Event

40
Open doors and reception
3 people
41
Welcome visitors
3 people
42
Announce the program
43
Staff the gift tables
4 people
44
Serve hot drinks
3 people
45
Serve cold drinks
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Refill snacks
2 people
49
Collect tableware
2 people
50
Clean tables in between
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Check stock
54
Check lighting decorations
55
Guide visitor flow
2 people
56
Final round by exhibitors
2 people
57
Announce closing
58
See visitors out
3 people

Aftercare

59
Have exhibitors take down their stands
4 people
60
Clean up catering
3 people
61
Wash dishes
2 people
62
Collect waste
3 people
63
Take down tables and chairs
4 people
64
Remove decorations
3 people
65
Turn off lights
2 people
66
Clean the venue
4 people
67
Return materials
2 people
68
Return borrowed items
2 people
69
Store leftover food
2 people
70
Prepare the final settlement for vendors
2 people
71
Register lost and found items
72
Remove residual waste
2 people
73
Return venue keys

What to bring

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

Furniture

Market stallsqty 12
Tablesqty 10
Chairsqty 60
High tablesqty 8
Coat racksqty 3
Cratesqty 20
Tableclothsqty 18

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Mulled Wine Cupsqty 150
Platesqty 180
Dessert platesqty 120
Cutlery setsqty 180
Serving plattersqty 18
Serving tongsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Storage binsqty 12
Thermos flasksqty 8
Warming kettlesqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Ice cube traysqty 4

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Speaker
Microphone
Hand trucksqty 2

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Decorative starsqty 20
Artificial snowqty 6
Table decorationsqty 12
Name badgesqty 30

Lighting

LED light stringsqty 12
LED candlesqty 40
Atmosphere lightsqty 8
Batteriesqty 40

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Cleaning bucketsqty 3
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Other

Name stickersqty 100
Pensqty 20
Tapeqty 8
Scissorsqty 6
Cable tiesqty 200
Cable tiesqty 100
Presentation boardsqty 8
Menusqty 20
Allergen cardsqty 20
Signage boardsqty 12
Table sign holdersqty 24
Receipt rollsqty 12
Cash change

Tips

Set the layout before assigning pitches. Mark each stall, table, high table and service point on the floor plan, then share the pitch locations with exhibitors before the market.
Give exhibitor confirmations a firm deadline, ideally 7 days before the event. Use the final registration list to assign volunteers, prepare allergen labels and estimate tableware.
Test every payment terminal and the cash-register procedure before setup is finished. Keep a cash box, payment instructions and a backup charging or power arrangement at the payment point.
Reserve deliveries after confirming quantities, not before. Check fresh produce and chilled drinks on arrival, and allow at least 60 minutes to cool drinks and arrange food safely.
Walk the route from entrance to stalls before opening. Check extension cords, power strips, warming kettles, coffee machines, coat racks and clear access so setup problems are found before guests enter.

Frequently asked questions

How far in advance should I organise a Christmas market in Markthal?: Start at least 8 to 12 weeks ahead. Reserve Markthal first, then contact exhibitors and set a registration deadline about 3 to 4 weeks before the market.
When should exhibitors confirm their place at a Christmas market?: Ask for final confirmation no later than 7 days before the event. That gives you time to assign pitches, update the floor plan and prepare allergen labels.
How much food and drink should I order for a Christmas market?: Base the order on confirmed registrations and add around 10% for last-minute demand. For drinks, allow two to three servings per person during the first hour, then adjust for the planned opening time.
When should I set up the Christmas market stalls?: Start setup at least 3 hours before visitors arrive. Place stalls, tables and power first; use the final 60 minutes for chilling drinks, arranging food, testing payments and checking the entrance route.

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.