How to organise a Christmas market with a Christmas train

A Christmas market with a Christmas train has two schedules to coordinate: the market programme and the train timetable. Start with the permit, route and train booking before approaching stallholders or publishing the event. Then fix the layout, registration process, catering, staffing and power plan around those decisions. The details most often missed are printed tickets, dietary requirements, weather updates, crew briefings and enough lighting and charging capacity for the site.

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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
Apply for a permit
2
Reserve the Christmas train
3
Record the train route
2 people
4
Determine stops and times
2 people
5
Work out market layout
2 people
6
Contact stallholders
2 people
7
Confirm stall spaces
8
Send invitations
2 people
9
Publish event online
10
Process registrations
2 people
11
Collect dietary requirements
12
Process train reservations
2 people
13
Schedule volunteers
2 people
14
Confirm suppliers
15
Order beverage stock
16
Place catering order
17
Print train tickets
18
Print maps
19
Prepare name badges
2 people
20
Check the weather forecast
21
Inform stall holders
22
Inform the train crew
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Sort Christmas decorations
2 people
27
Check the venue
2 people
28
Mark off the market area
3 people
29
Build party tents
6 people
30
Set up booth tables
4 people
31
Set up chairs
3 people
32
Hang lighting
4 people
33
Hang decorations
4 people
34
Set up Christmas tree
3 people
35
Connect the power
2 people
36
Set up the catering buffet
4 people
37
Prepare coffee and tea
2 people
38
Mark the train stop
3 people
39
Place information signs
2 people
40
Set up the ticket counter
2 people
41
Conduct a safety check
2 people

Event

42
Receive booth holders
3 people
43
Welcome visitors
4 people
44
Check tickets
2 people
45
Guide train passengers
4 people
46
Set the Christmas train in motion
3 people
47
Secure train stops
3 people
48
Support market stalls
3 people
49
Serve hot drinks
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Collect tableware
2 people
53
Empty trash bins
2 people
54
Check toilets
2 people
55
Check the lighting
56
Handle announcements
57
Announce the last train
58
See visitors out
4 people

Aftercare

59
Take down market stalls
6 people
60
Take down party tents
6 people
61
Remove decorations
4 people
62
Disconnect lighting
3 people
63
Wash dishes
3 people
64
Clean up catering
3 people
65
Collect waste
4 people
66
Clean the grounds
4 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Store unused stock
2 people
70
Do final venue inspection
2 people
71
Handle the deposit and keys

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 12
Tablesqty 18
Folding chairsqty 80
High tablesqty 8
Beer table setsqty 6
Clothes racksqty 6
Storage cratesqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Extension cordsqty 12
Cable reelsqty 6
Power stripsqty 12
Battery lampsqty 10
Walkie-talkiesqty 8
Mobile payment terminalsqty 4
Handheld microphonesqty 2
Speakersqty 2
Power banksqty 6

Lighting

String lightsqty 16
LED candlesqty 40
Light Stripsqty 6
Batteriesqty 48

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 20
Christmas wreathsqty 8
Christmas figuresqty 12
Tableclothsqty 24
Christmas tree stand
Cable tiesqty 200
Duct tapeqty 8
Bollardsqty 20
Barrier tapeqty 6
Directional signsqty 18
Information boardsqty 8
Menu boardsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 160
Mugsqty 120
Platesqty 160
Cutlery setsqty 160
Serving plattersqty 24
Serving tongsqty 12
Thermos flasksqty 8
Carafesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 6
Kitchen towelsqty 12

Catering

Groceries
Cash drawersqty 4
Tip jarsqty 4
Price tagsqty 80
Wristbandsqty 500
Reusable drinking cupsqty 500

Train

Train ticketsqty 500
Departure listsqty 12
Queue barriersqty 12
Boarding signsqty 6
Flashlightsqty 8
Reflective vestsqty 12
Train route mapsqty 500
Luggage tagsqty 100

Safety

First aid kitsqty 2
Fire extinguishersqty 6
Safety vestsqty 12
Emergency exit signsqty 8
Non-slip matsqty 12

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Mopsqty 6
Bucketsqty 6
Glovesqty 24
Towel rollsqty 12

Office

Name badgesqty 40
Markersqty 20
Pensqty 30
Tapeqty 12
Writing foldersqty 12
Clipboardsqty 12
Printer paperqty 5
Staplersqty 4

Tools

Hammerqty 4
Screwdriversqty 6
Wrenchesqty 4
Ratchet strapsqty 20
Work glovesqty 20

Tips

Secure the permit and Christmas train before announcing the event. Record the route, stops and journey times, then build the market timetable around the confirmed train schedule rather than estimating it later.
Set a clear stall layout before confirming stallholders. Leave room for queues at train stops, food service and ticket checks, and mark the positions of tents, market stalls, tables and power points on the printed map.
Close registrations with enough time to process train reservations and dietary requirements. Print the train tickets, maps and name badges before event week so missing information can be corrected while suppliers and volunteers are still reachable.
Create one operational briefing for stallholders, volunteers and the train crew. Include arrival times, stop times, contact details, payment arrangements and who carries the walkie-talkies during the event.
Check the forecast shortly before the market and tell stallholders what changes. Put lighting, extension cords, cable reels, power strips, coolers and food warmers on the site check, then chill drinks and prepare snacks only after the equipment and power setup is ready.

Frequently asked questions

How far in advance should I book a Christmas train for a market?: Book the train before you publish the event or invite stallholders, ideally several months ahead. You need the confirmed route, stops and running times before processing reservations and printing tickets.
How do I plan the route for a Christmas market train?: List every stop, the expected boarding time and the full journey duration, then add time for loading and unloading passengers. Confirm the final timetable with the train crew before sending invitations or publishing registration details.
When should I confirm Christmas market stallholders?: Approach stallholders after the permit, market layout and train schedule are sufficiently clear. Confirm their places before publishing the final event information, and send arrival and setup instructions during the final event week.
What should I prepare the day before a Christmas market with a train?: Print tickets, maps and name badges, check the weather, confirm suppliers and brief the train crew and volunteers. Chill drinks, prepare snacks and test lighting, payment terminals and communication equipment before visitors 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.