How to organise a club Christmas market

A club Christmas market needs more than decorated stalls and mulled wine. Start by fixing the date and venue, then work through permits, stall reservations, registrations and supplier confirmations before buying supplies. In the final week, lock down dietary information, the allergen overview, the site map and stock list. On the day, allow time for tents, stalls, lighting, food, drinks, payment points and visitor reception to be set up in a clear order.

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 venue
2 people
2
Reserve market stalls
3
Check permits
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Set up vendor stalls
2 people
8
Confirm suppliers
9
Create allergen overview
10
Create map and route
2 people
11
Check supplies
2 people
12
Update inventory list
13
Do the shopping
3 people
14
Set up non-perishable supplies
2 people
15
Chill drinks
2 people
16
Prepare mulled wine
2 people
17
Prepare snacks
3 people
18
Set up tents and stalls
6 people
19
Set up tables and chairs
4 people
20
Connect lighting
3 people
21
Hang Christmas decorations
4 people
22
Set up stalls
6 people
23
Set up buffet and bar
4 people
24
Set up the register and change
2 people

Event

25
Staff visitor reception
2 people
26
Serve hot drinks
2 people
27
Serve food and snacks
3 people
28
Refill drinks
2 people
29
Restock the stalls
2 people
30
Check the tables and trash
2 people
31
Keep diet meals separate
32
Announce final sales round

Aftercare

33
Close the register
2 people
34
Clear away food and drinks
3 people
35
Collect waste
3 people
36
Wash dishes
3 people
37
Take down booths and tents
6 people
38
Put furniture back
4 people
39
Clean the room
4 people
40
Store the decorations and lighting
3 people
41
Count and store stock
2 people
42
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 6
Foldable tablesqty 8
Folding chairsqty 60
High tablesqty 6
Coat racksqty 2
Waste binsqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 4
Table runnersqty 12
Price tagsqty 60
Name badgesqty 20
Chalkboardsqty 8

Lighting

Light Stripsqty 8
Battery lightsqty 12
LED candlesqty 24
Power stripsqty 8
Extension cordsqty 8

Equipment

Speakersqty 2
Music player
Cash boxesqty 2
Card machine
Thermos flasksqty 6
Warming kettlesqty 3
Coolersqty 4
Cable tiesqty 20

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Measuring cupsqty 3
Cutting matsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the venue, permits and market-stall reservations before sending invitations. If the date or layout changes later, registrations, supplier arrangements and the visitor route may all need updating.
Close registrations at least 7 days before the market so you can collect dietary requirements, prepare the allergen overview and estimate quantities for snacks, coffee, glasses and drinks.
Create the map and route before setting up tents and stalls. Mark visitor reception, coat racks, waste bins, the buffet and bar, payment points, exits and any power-cable routes.
Test every lighting and payment connection before doors open. Connect light strips, battery lights, power strips and extension cords, then check the card machine and prepare change in the cash boxes.
Prepare the slowest items first on the day: tents, tables, chairs, stalls and lighting. Chill drinks and set up the buffet and bar afterwards, while warming kettles and thermos flasks keep hot drinks ready for service.

Frequently asked questions

How far in advance should I plan a club Christmas market?: Start at least 6 to 8 weeks before the market. Confirm the date and venue first, then check permits, reserve stalls, contact suppliers and send invitations.
When should registrations and dietary requirements close?: Close registrations 7 days before the event. Use the final list to collect dietary requirements, create the allergen overview and plan snacks and drinks without last-minute changes.
How long does setup take for a club Christmas market?: Allow at least 4 hours for a market with tents, stalls, tables, chairs, lighting, decorations, food, drinks and payment equipment. Add more time if the venue needs a full teardown or has limited access.
How much change should I prepare for the market?: Prepare change for the first 2 hours of trading, using mostly small notes and coins. Check the expected visitor count and typical prices 1 day before the market, then test the cash boxes and card machine before opening.

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.