How to organise a Christmas market with demonstrations

A Christmas market with live demonstrations needs more than stalls and decorations. Start by securing the date, location, permits and demonstrators, then build the market layout and demonstration programme around them. Registrations, dietary requirements, catering, power access and deliveries need firm deadlines because late changes affect several parts of the event. Use one running plan to coordinate stallholders, volunteers, equipment, signage and the final weather check.

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
Confirm demonstrators
2 people
4
Approach market participants
2 people
5
Send invitations
2 people
6
Post the online announcement
7
Process registrations
8
Collect dietary requirements
9
Arrange market stalls
2 people
10
Create demo program
2 people
11
Confirm demonstration times
12
Make reservations
13
Order catering
2 people
14
Check power outlets
2 people
15
Check the weather forecast
16
Make route and parking signs
2 people
17
Print floor plan
18
Assign volunteers
2 people
19
Confirm deliveries
20
Check materials
2 people
21
Do the shopping
2 people
22
Prepare decorations
3 people
23
Test Christmas lights
2 people
24
Prepare snacks
3 people
25
Chill drinks
2 people
26
Set out cash for the register
27
Cordon off the setup area
2 people
28
Set up the market stalls
4 people
29
Set up party tents
4 people
30
Set up tables and chairs
4 people
31
Connect power
2 people
32
Hang Christmas lights
3 people
33
Hang decorations
3 people
34
Set up demo tables
3 people
35
Prepare demonstration materials
3 people
36
Set up market stalls
6 people
37
Set up the catering buffet
3 people
38
Set up the cash register and payment point
2 people
39
Set up signage
2 people
40
Place waste stations
2 people
41
Conduct a safety check
2 people
42
Brief volunteers
2 people

Event

43
Welcome visitors
4 people
44
Manage entry and donations
2 people
45
Staff market stalls
8 people
46
Serve coffee and tea
3 people
47
Refill hot drinks
2 people
48
Serve snacks
3 people
49
Restock cold drinks
2 people
50
Supervise the first demonstration
2 people
51
Assist the second demonstration
2 people
52
Guide the third demonstration
2 people
53
Supervise fourth demonstration
2 people
54
Answer questions during demonstrations
2 people
55
Manage crowd flow
2 people
56
Keep tables clean
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Check the lighting
60
Close the register
2 people
61
See visitors out
3 people

Aftercare

62
Catering breakdown
3 people
63
Pack demo materials
3 people
64
Dismantle market stalls
6 people
65
Take down tents
4 people
66
Put furniture back
4 people
67
Collect waste
3 people
68
Clean the grounds
4 people
69
Wash dishes
3 people
70
Switch off equipment
2 people
71
Pack up lighting safely
2 people
72
Inventory materials
2 people
73
Return borrowed items
2 people
74
Store leftover stock
2 people
75
Hand over the venue
2 people

What to bring

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

Furniture

Party tentqty 3
Market stallqty 10
Tablesqty 12
Chairsqty 40
High tablesqty 6
Tableclothqty 16
Storage cratesqty 12

Equipment

Kettleqty 3
Coffee makerqty 2
Insulated carafeqty 6
Cool boxqty 4
Portable speakerqty 2
Extension cordqty 8
Power stripqty 6
Cash drawerqty 2
Payment terminalqty 2

Kitchen

Thermosqty 4
Cutting boardqty 4
Chef's knifeqty 4
Serving tongsqty 6
Serving spoonqty 4
Mixing bowlqty 4
Measuring cupqty 3
Induction cooktopqty 3
Cooking potqty 3
Baking trayqty 4

Tableware

Coffee cupqty 150
Tea glassqty 150
Drinking glassqty 150
Cupqty 100
Serving trayqty 8
Reusable cutleryqty 180

Decorations

Christmas treeqty 2
Christmas baublesqty 60
Garlandqty 10
Christmas wreathqty 4
Christmas buntingqty 8
Christmas table decorationqty 16

Lighting

String lightsqty 12
LED lanternqty 12
Batteryqty 48

Demonstration materials

Work matqty 6
Workbenchqty 3
Hand tool setqty 4
Cutting matqty 6
Apronqty 8
Safety gogglesqty 8
Work gloveqty 8
Presentation boardqty 6
Craft paperqty 10
Cardboardqty 10
Wooden sticksqty 200
Woolqty 10
Glueqty 12
Scissorsqty 12
Christmas stampsqty 6
Instruction cardsqty 100

Cleaning

Waste binqty 8
Waste containerqty 3
Broomqty 4
Dustpan and brushqty 3
Mopqty 4
Bucketqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm demonstrators and demonstration times before publishing the programme. Allow at least 15 minutes between sessions for changeovers, questions and resetting materials.
Check every power outlet before assigning equipment. Kettles, coffee makers, induction cooktops, lights and speakers may need separate sockets, extension cords or power strips.
Set a registration deadline at least 7 days before the market. Use the final numbers to order catering, prepare snacks, arrange seating and collect dietary requirements.
Draw the stall and activity layout before setup day, including storage crates, tables, chairs, high tables and clear routes. Print copies for volunteers and use route and parking signs outside.
Check deliveries, materials, decorations, Christmas lights and payment equipment the day before. Chill drinks, charge the payment terminal and test the portable speaker before visitors arrive.

Frequently asked questions

How early should I start organising a Christmas market with demonstrations?: Start 8 to 12 weeks before the event. Secure the date and location first, then check permits, confirm demonstrators and approach market participants before announcing registrations.
When should I confirm the demonstration programme?: Aim to confirm demonstration times at least 3 weeks before the market. Publish the programme only after demonstrators, materials, power requirements and changeover times are checked.
How many volunteers do I need for a Christmas market?: Plan for at least one volunteer responsible for each active area, plus one person coordinating the whole event. For a market with several demonstrations, add a float volunteer for breaks, deliveries and visitor questions.
When should I order catering for a Christmas market?: Place the catering order after registrations close, normally 5 to 7 days before the event. Keep a small margin for late additions and confirm dietary requirements before finalising quantities.

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.