How to organise a Christmas market with ice skating

Start by fixing the date and location, then book the ice rink and market stalls before inviting anyone. The rink affects your layout, power needs, safety plan and visitor flow, so build the market map around it. Confirm permits, insurance and suppliers early, and use registration numbers to plan skate sizes, helmets, refreshments and volunteer cover. In the final week, check every connection, skate and serving station rather than leaving setup details until the event morning.

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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 people
2
Reserve ice rink
3
Reserve stalls
4
Record the power supply
5
Check permits
6
Check insurance details
7
Confirm suppliers
2 people
8
Create the Christmas market map
2 people
9
Draw up ice rink rules
2 people
10
Develop safety plan
2 people
11
Send invitations
2 people
12
Open the registration form
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Create supplier list
17
Check the shopping list
2 people
18
Inventory the Skate Sizes
2 people
19
Create a music playlist
20
Distribute promotional poster
3 people
21
Do the shopping
3 people
22
Collect fresh produce
2 people
23
Chill drinks
2 people
24
Set up non-perishable supplies
2 people
25
Check the skates
2 people
26
Test the lighting
2 people
27
Prepare cash register and change
2 people
28
Build the stalls
6 people
29
Have the ice rink installed
4 people
30
Set up crowd-control barriers
4 people
31
Lay out power cables safely
3 people
32
Set up tables and chairs
4 people
33
Hang lighting
3 people
34
Hang decorations
3 people
35
Set up skate rental
2 people
36
Set up the catering buffet
4 people
37
Prepare hot dishes
4 people
38
Prepare snacks
3 people
39
Inspect the skating rink
2 people
40
Set out first aid supplies
41
Hang up price lists
2 people
42
Test sound
2 people
43
Brief volunteers
4 people
44
Final safety check
3 people

Event

45
Welcome visitors
3 people
46
Hand out skates
3 people
47
Collect skates
3 people
48
Manage access and ticket sales
2 people
49
Staff the booths
6 people
50
Serve hot drinks
3 people
51
Serve snacks
3 people
52
Serve soup and bread
3 people
53
Refill drinks
2 people
54
Refill buffet
2 people
55
Empty trash bins
2 people
56
Check the ice rink surface
2 people
57
Enforce skating rules
2 people
58
Check toilets
59
Provide music
60
Announce the finish signal
61
Guide visitors to the exit
3 people

Aftercare

62
Close the register
2 people
63
Chill perishable food
2 people
64
Catering breakdown
4 people
65
Wash dishes
3 people
66
Remove decorations
3 people
67
Clear tables and chairs
4 people
68
Have ice rink dismantled
4 people
69
Have stalls picked up
2 people
70
Clean the Skates
3 people
71
Sort and remove waste
3 people
72
Clean the venue
4 people
73
Check loan items
2 people
74
Return borrowed materials
2 people
75
Store leftover stock
2 people
76
Collect lost and found items
77
Handle the deposit and keys

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 60
Bar stoolsqty 12
Shoe benchesqty 8
Skate racksqty 6
Clothes racksqty 4
Bollardsqty 12
Cash register tablesqty 2

Sports equipment

Ice skatingqty 100
Skating aidsqty 8
Helmetsqty 30
Wrist guardsqty 20
Knee padsqty 20
Conesqty 20
Skating matsqty 12
Ice rink barriersqty 24

Equipment

Ice rink
Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 4
Soup kettlesqty 2
Coffee machinesqty 2
Kettlesqty 3
Speakersqty 2
Microphone
Power stripsqty 8
Extension cordsqty 10
Cable reelsqty 4
Card machinesqty 2
Cash register
Cash box

Lighting

String lightsqty 12
LED lampsqty 12
Work lightsqty 4
Cable traysqty 10

Decorations

Christmas treesqty 4
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 6
Poinsettiasqty 12
Menu boardsqty 8
Price tagsqty 40
Directional signsqty 12
Ice rink rules signsqty 4

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Mulled Wine Cupsqty 120
Soft drink glassesqty 100
Soup bowlsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Soup ladlesqty 100
Pliersqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 6
Pansqty 4
Ladlesqty 6
Measuring cupsqty 3
Thermos flasksqty 8
Water jugsqty 6
Aluminum foilqty 4
Cling filmqty 4
Labelsqty 2

Cleaning

Waste binsqty 10
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 24
Trash bagsqty 150
Toilet paperqty 24
Hand soap dispensersqty 4
Hand sanitizerqty 6
Washing-up tubsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 4
Warning signsqty 8

Catering

Groceries

Tips

Book the ice rink and stalls first, then allow at least 6–8 weeks for permits, insurance checks and supplier confirmations. You cannot finalise the site plan while the rink or stall footprint is still uncertain.
Record every power requirement on the site map, including refrigerators, soup kettles, coffee machines, speakers and lighting. Arrange extension cords, power strips and safe cable routes before setup day; do not rely on one outlet near the rink.
Open registration before sending the final invitation and ask for dietary requirements at the same time. Use the registration totals to prepare skate sizes, helmets, protective gear and enough volunteers for skate issue and rink supervision.
Write the ice rink rules and safety plan before the first skating session. Mark entrances, exits and waiting areas with barriers, cones and skating mats, and keep skating aids and benches where staff can reach them without blocking the flow.
Complete perishable shopping and fresh-produce collection close to opening, then chill drinks and prepare warmers on site. Check the skates, protective equipment, cash area and microphone before guests arrive; these are easy to postpone and difficult to fix once the market is busy.

Frequently asked questions

How early should I book an ice rink for a Christmas market?: Book the rink as soon as the date and location are agreed, ideally 6–8 weeks before the market. Popular December slots may require more notice, especially if you also need stalls, power and safety equipment.
How many volunteers do I need for a Christmas market with ice skating?: Plan at least 1 volunteer for every 20–25 registered skaters, plus separate cover for registration, skate issue and refreshments. Add a shift overlap of 15–30 minutes so no station is left unattended during breaks.
When should I collect dietary requirements for the Christmas market?: Ask for dietary requirements when registration opens and close the form 7–10 days before the event. This leaves time to confirm ingredients with suppliers and separate suitable food before serving.
How do I plan power for an ice skating Christmas market?: List the wattage and location of every powered item at least 2 weeks before setup, including refrigeration, coffee, soup, audio and stalls. Confirm the available supply with the venue and test cable routes, power strips and extension cords before guests arrive.

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.