How to organise a Christmas market with a Christmas choir

A Christmas market with a choir needs two plans running together: the visitor experience and the live performance. Start with the date, venue and permissions, then secure the choir before inviting stallholders or publishing the event. Build the layout around power access, walkways and the performance area, and set firm deadlines for registrations, dietary requirements and sales arrangements. In the final week, test the lights and sound system, check the weather, brief volunteers and mark out every booth before 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 date and location
2
Check permits and notifications
3
Book the Christmas choir
4
Discuss market sales
2 people
5
Create booth layout
2 people
6
Send invitations
2 people
7
Publish event online
8
Process registrations
9
Collect dietary requirements
10
Make reservations
11
Coordinate choir repertoire
2 people
12
Prepare performance schedule
2 people
13
Reserve booths and materials
14
Check power outlets
2 people
15
Monitor the weather forecast
16
Create volunteer schedule
2 people
17
Prepare signage
2 people
18
Check Christmas decorations
2 people
19
Check the inventory list
2 people
20
Do the shopping
3 people
21
Pick up chilled products
2 people
22
Test Christmas lights
2 people
23
Test sound equipment
2 people
24
Inform stall holders
25
Mark off the venue
3 people
26
Set up the market stalls
6 people
27
Set up tables and chairs
4 people
28
Secure market stall covers
3 people
29
Lay out power cables safely
3 people
30
Connect the lighting
3 people
31
Hang Christmas decorations
4 people
32
Set up the stage area
3 people
33
Set up sound equipment
3 people
34
Test choir microphones
3 people
35
Receive the Christmas choir
2 people
36
Receive booth holders
3 people
37
Set up the sales booths
8 people
38
Prepare catering
4 people
39
Chill drinks
2 people
40
Set out coffee and tea
2 people
41
Set up payment points
2 people
42
Place waste stations
2 people
43
Set up signage
2 people

Event

44
Opening visitor area
2 people
45
Welcome visitors
3 people
46
Play Christmas music
47
Serve snacks
4 people
48
Serve hot drinks
3 people
49
Refill drinks
2 people
50
Support the booths
2 people
51
Empty trash bins
2 people
52
Check toilets
2 people
53
Lead the first choir performance
3 people
54
Accompany the second choir performance
3 people
55
Guide the third choir performance
3 people
56
Answer audience questions
2 people
57
Announce final sales
58
See visitors out
3 people

Aftercare

59
Close stalls
8 people
60
Clean up catering
4 people
61
Wash dishes
3 people
62
Collect waste
4 people
63
Clean the grounds
4 people
64
Turn off lights
2 people
65
Tear down audio equipment
3 people
66
Dismantle market stalls
6 people
67
Clear tables and chairs
4 people
68
Count materials
2 people
69
Empty cooling materials
2 people
70
Return materials
2 people
71
Process lost and found items
72
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 60
Bar stoolsqty 12
Stall shelvesqty 24
Tableclothsqty 14
Clothes racksqty 4

Equipment

Sound system
Microphonesqty 4
Microphone standsqty 4
Mixer
Music player
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10

Lighting

String lightsqty 12
LED lampsqty 20
Lanternsqty 10
Batteriesqty 24

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Artificial snowqty 6
Table decorationsqty 14
Gold ribbonqty 6
Christmas figuresqty 8
Wayfinding signsqty 10
Sidewalk chalkqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Soup ladlesqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Hot drink urnsqty 6
Soup kettlesqty 2
Soup potsqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 3
Thermo boxesqty 4
Coolersqty 4
Glovesqty 6

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 30
Dish brushesqty 4
Hand broomsqty 4
Trash binsqty 10
Broom and dustpanqty 3

Catering

Groceries

Tips

Book the choir and agree its repertoire and performance times before publishing the programme. Leave at least 15 minutes between sets for repositioning microphones, welcoming visitors and handling sound checks.
Plan the market layout around the choir’s sound system, microphones and power outlets. Keep cable mats over every cable crossing, leave a clear route between stalls, and test extension cords and power strips before setup day.
Set a registration deadline at least 7 days before the market. Use the final list to confirm stall spaces, dietary requirements, reservations and the number of volunteers needed for each shift.
Create a sales plan with stallholders before invitations go out. Decide who handles payments, which products need chilling, and when chilled items will be collected so food is not left unrefrigerated.
Check the weather forecast 48 hours before opening and make a fallback decision for party tents, outdoor decorations and the choir’s equipment. On the day, test Christmas lights and sound equipment before placing final decorations and signage.

Frequently asked questions

How far in advance should I organise a Christmas market with a choir?: Start 8 to 12 weeks ahead. Book the choir and confirm the venue first, then allow at least 4 weeks for stallholder invitations, registrations and the performance schedule.
How many performances should a Christmas choir give at a market?: Plan two or three sets of 20 to 30 minutes for a half-day market. Leave 15 minutes between sets for breaks, announcements and sound adjustments.
When should Christmas market registrations close?: Close registrations 7 days before the event. This gives you time to process the final list, collect dietary requirements, assign booths and publish the volunteer schedule.
When should I check the weather for an outdoor Christmas market?: Check it 48 hours before opening and again on the morning itself. Use the first check to decide on tents and layout changes, and the second to brief stallholders and volunteers.

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.