How to organise a Christmas market with street theatre

A Christmas market with street theatre needs two plans running together: the market operation and the performance schedule. Start by fixing the date, opening hours and site layout, then check permits before booking performers, stallholders and equipment. Build the programme around setup time, audience movement and power access rather than adding performances at the end. The details most often missed are cable routes, dietary information, delivery times, weather alternatives and enough time to unload and build the stalls.

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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
Set date and opening hours
2 people
2
Determine the venue and site layout
3 people
3
Check permits and notifications
4
Select street theater groups
2 people
5
Book street theatre
6
Contact stallholders
2 people
7
Reserve booths and materials
8
Send invitations
2 people
9
Publish the online event
10
Process registrations
2 people
11
Collect dietary requirements
12
Create stall layout and participant list
2 people
13
Set up the street theatre program
2 people
14
Confirm performances with artists
15
Determine power outlets and cable routes
2 people
16
Check weather forecast and alternative
17
Create signage and posters
2 people
18
Confirm deliveries with stallholders
19
Print the inventory list and diet list
20
Do the shopping
3 people
21
Collect drinks and chilled supplies
2 people
22
Bring materials to the venue
4 people
23
Unload stalls and tables
4 people
24
Set up party tents and stalls
6 people
25
Set up tables and chairs
4 people
26
Connect power and lighting
3 people
27
Tape down safe cable routes
2 people
28
Hang decorations
4 people
29
Set up the Christmas tree and decorations
3 people
30
Cordon off the street theater area
3 people
31
Mark stage-free play areas
2 people
32
Receive booth holders
3 people
33
Guide booth holders to their spots
3 people
34
Check stall lighting
2 people
35
Set up coffee and drinks station
3 people
36
Prepare snacks
4 people
37
Chill drinks
2 people
38
Set out coffee and tea
2 people
39
Set up dishes and the serving station
2 people
40
Place waste stations
2 people
41
Check and restock toilets
2 people
42
Set up program and safety signs
2 people

Event

43
Welcome street performers
2 people
44
Escort performers to their stages
2 people
45
Carry out the final site check
3 people
46
Welcome visitors
4 people
47
Announce the program
48
Guide the first street theater set
3 people
49
Serve coffee and tea
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Empty waste stations
2 people
53
Guide the second street theatre block
3 people
54
Keep play areas clear
2 people
55
Support stallholders
2 people
56
Check light show and lighting
2 people
57
Assist with the third street theater block
3 people
58
Wash dishes
2 people
59
Replenish drinks and snacks
2 people
60
Support the evening performance
3 people
61
Announce final program
62
Guide visitors to the exit
3 people
63
Have stallholders pack up
3 people

Aftercare

64
Safely switch off the lights
2 people
65
Take down stalls and tents
6 people
66
Return furniture
4 people
67
Remove decorations and signage
3 people
68
Collect and remove waste
4 people
69
Clean tableware and kitchen equipment
3 people
70
Sweep and clean the area
3 people
71
Check borrowed materials
2 people
72
Return materials
2 people
73
Store leftover stock
2 people
74
Register lost and found items
75
Check out performers and stallholders
2 people
76
Collect invoices and deposits

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 6
Tableclothsqty 12
Clothes racksqty 4
Storage boxesqty 10

Lighting

String lightsqty 12
LED lampsqty 16
Batteriesqty 24
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Decorations

Artificial Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas figuresqty 8
Lanternsqty 16
Artificial snowqty 6
Decorative ribbonqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Charging stationsqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Power banksqty 4
Hand trucksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Measuring cupsqty 4
Food warmersqty 4
Induction platesqty 2

Cleaning

Waste binsqty 8
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 20

Safety

Crowd control barriersqty 12
Traffic conesqty 12
Emergency exit signsqty 4
Fire extinguishersqty 2
First aid kitsqty 2

Street theater

Play matsqty 4
Prop cratesqty 4
Costume racksqty 2
Hand puppetsqty 6
Stage drapesqty 4

Communication

Program postersqty 20
Route signsqty 12
Booth number signsqty 12
Arrow stickersqty 30
Clipboardsqty 6
Pensqty 20
Name stickersqty 100

Catering

Groceries

Tips

Set the performance timetable before publishing the event. Leave clear gaps between acts so audiences can move through the market and stallholders are not interrupted during every service period.
Map power outlets and cable routes while planning the site. Extension cords, power strips and cable mats should be assigned to specific areas before the tents, stalls and lights arrive.
Confirm each performer and stallholder in writing at least 7 days before opening. Include arrival time, unloading instructions, performance slot or stall position, and the contact number for event day.
Print the final stallholder list, stock list and dietary requirements before shopping. Keep one copy at the coordination point and give the relevant food information to the people serving refreshments.
Check the weather forecast and the fallback arrangement 48 hours before the event, then check it again on the morning itself. Secure tents, decorations and lighting for changing conditions, and keep flashlights and power banks accessible.

Frequently asked questions

How far in advance should I organise a Christmas market with street theatre?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, site, permits, performers and stallholders; confirm deliveries, registrations and the final programme during the last 7 days.
How many street theatre performances should a Christmas market have?: For a market open around 4 to 6 hours, plan roughly 3 to 5 performances, depending on their length and the size of the site. Leave at least 15 to 30 minutes between acts for audience movement and technical changes.
When should I confirm the Christmas market deliveries?: Confirm every delivery at least 7 days before opening, then check arrival times again 24 to 48 hours beforehand. Give each supplier a precise unloading window so tents, stalls, tables and refreshments do not arrive at the same time.
What should I do if the weather is bad on the day?: Make the alternative plan at least 48 hours before opening and review it again that morning. Decide which performances, stalls and decorations can move under cover, and check that lighting, microphones and cable routes remain safe and usable.

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