How to organise a Christmas market on the Plein

Start with the date, the venue and the permit before contacting stallholders or promoting the market. Then plan the square on paper, including market stalls, party tents, access routes, power points and waste collection. Confirm each stallholder, collect dietary requirements and assign volunteers before the final week. On the day, check the forecast, fence off the square, test lighting and power, and set up non-perishable supplies before the first visitors arrive.

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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 the date and venue
2
Check the permit
3
Work out market layout
2 people
4
Contact stallholders
2 people
5
Confirm stallholders
6
Send invitations
2 people
7
Post promotion online
8
Hang posters
2 people
9
Process registrations
10
Collect dietary requirements
11
Check power outlets
2 people
12
Check insurance
13
Book catering
14
Arrange waste collection
15
Test the lighting
2 people
16
Gather tools
17
Check Christmas decorations
2 people
18
Assign volunteers
19
Hand out the contact list
20
Check the weather forecast
21
Do the shopping
3 people
22
Set up non-perishable supplies
2 people
23
Fill coolers
2 people
24
Inform stall holders
25
Fence off the square
4 people
26
Unload materials
4 people
27
Build party tents
6 people
28
Set up tables and chairs
4 people
29
Mark the stall layout
2 people
30
Hang lighting
4 people
31
Connect power
2 people
32
Hang decorations
3 people
33
Place information board
2 people
34
Receive booth holders
2 people
35
Set up stalls
6 people
36
Prepare snacks
4 people
37
Chill drinks
2 people
38
Set out coffee and tea
2 people
39
Set out tableware
2 people
40
Prepare cash
2 people
41
Check sound
2 people
42
Clear the safety route
3 people
43
Brief volunteers
2 people

Event

44
Open the entrance
2 people
45
Welcome visitors
2 people
46
Provide information
47
Serve coffee and tea
3 people
48
Serve hot chocolate
2 people
49
Serve snacks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Keep tables clean
2 people
53
Lighting supervision
54
Support stallholders
2 people
55
Announce the final round
56
See visitors out
3 people
57
Close sales
2 people

Aftercare

58
Take down the stalls
6 people
59
Remove decorations
3 people
60
Turn off lights
2 people
61
Load materials
4 people
62
Collect waste
4 people
63
Clean the square
4 people
64
Wash dishes
3 people
65
Empty the coolers
2 people
66
Sort inventory
2 people
67
Return borrowed items
2 people
68
Take waste to the collection point
2 people
69
Prepare the square for handover
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 18
Folding chairsqty 40
High tablesqty 6
Tableclothsqty 18
Clothes racksqty 6
Storage boxesqty 12

Tableware

Reusable mugsqty 150
Reusable glassesqty 150
Reusable platesqty 150
Reusable bowlsqty 80
Cutlery setsqty 150
Serving spoonsqty 12
Thermos flasksqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Warming kettlesqty 4
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Microphone
Cash traysqty 4
Crowd barriersqty 20
Barrier tapeqty 4
Traffic conesqty 12

Lighting

String lightsqty 12
LED lampsqty 20
Battery lanternsqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Artificial snowqty 6
Info boardsqty 4
Directional signsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving traysqty 12
Measuring cupsqty 4
Ice spoonsqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Draw the market layout at least four weeks ahead. Mark every stall, tent, table, seating area, storage box and access route, then check that extension cords and power strips can reach without crossing busy walkways.
Contact stallholders before publishing the final programme, and confirm each one in writing. Ask for arrival time, space needed, power requirements and dietary information so catering and the layout do not change at the last minute.
Test string lights, LED lamps, battery lanterns, coffee machines, kettles and warming kettles before setup day. Bring spare extension cords and power strips, and identify which outlets can safely handle the equipment.
Assign volunteers to specific shifts and give everyone the contact list before the market opens. One person should coordinate stallholders, while another checks waste, coolers, reusable mugs, glasses, plates and cutlery during the event.
Check the weather forecast 24 hours before opening and again on the morning itself. Secure party tents and decorations, keep coolers filled, and delay placing outdoor furniture until the square has been fenced off safely.

Frequently asked questions

How far in advance should I organise a Christmas market on the Plein?: Start at least 8 to 12 weeks before the market. Confirm the date, venue and permit first, then allow several weeks to contact stallholders, process registrations and promote the event.
When should I contact Christmas market stallholders?: Contact stallholders 6 to 8 weeks before the event and confirm them no later than 3 weeks beforehand. Request their arrival time, space, power needs and any food-related information in the same message.
How many volunteers do I need for a Christmas market?: Plan on at least 1 volunteer for every 10 to 15 stalls, plus one overall coordinator. For a small market, schedule volunteers in shifts of 2 to 3 hours so setup, visitor support and pack-down are covered.
When should I check the weather and set up the market?: Check the forecast 24 hours before opening and again on the event morning. Set up tents, stalls, lighting and power only after the square is fenced off and the access routes have been checked.

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.