How to organise a craft Christmas market

A craft Christmas market needs more than decorated stalls and a list of makers. Start by fixing the date and venue, then build the layout around exhibitors, visitor flow, power access and unloading space. Registrations, dietary requirements and invitations need early deadlines, while chilled products, cash points and final deliveries belong to the last few days. Use the plan below to keep exhibitor information, equipment and setup in the right order.

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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
Work out market layout
2 people
3
Create stall layout
2 people
4
Contact exhibitors
2 people
5
Process registrations
2 people
6
Update participant list
7
Collect dietary requirements
8
Send invitations
2 people
9
Post promotion online
10
Hang posters
2 people
11
Make reservations
12
Inform exhibitors
2 people
13
Print floor plan
14
Prepare name badges
15
Make stall numbers
16
Assign volunteers
2 people
17
Prepare payment points
2 people
18
Lay out cash
2 people
19
Do the shopping
3 people
20
Set up non-perishable supplies
2 people
21
Pick up chilled products
2 people
22
Check the venue
2 people
23
Receive deliveries
2 people
24
Unload booths
4 people
25
Build party tents
4 people
26
Set up tables
4 people
27
Set up chairs
3 people
28
Connect power points
2 people
29
Hang lighting
3 people
30
Hang decorations
3 people
31
Place stall numbers
2 people
32
Welcome exhibitors
3 people
33
Direct exhibitors to their stalls
2 people
34
Display craft products
6 people
35
Set up information table
2 people
36
Set up the cash registers
2 people
37
Chill drinks
2 people
38
Prepare snacks
3 people
39
Set up the coffee station
2 people
40
Place waste stations
2 people
41
Check restroom facilities
42
Clear the safety route
2 people
43
Give volunteer briefing
3 people
44
Prepare the entrance
2 people

Event

45
Welcome visitors
3 people
46
Provide information
2 people
47
Staff the cash register
2 people
48
Serve coffee and tea
3 people
49
Refill hot drinks
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Keep tables clean
2 people
54
Check toilets
55
Check stock
56
Support exhibitors
2 people
57
Inform last visitors
2 people
58
Close out the registers
2 people
59
Check out exhibitors
2 people

Aftercare

60
Help exhibitors unload
4 people
61
Remove decorations
3 people
62
Dismantle lighting
3 people
63
Take down party tents
4 people
64
Clear tables and chairs
4 people
65
Wash dishes
3 people
66
Clear away chilled products
2 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Pack supplies
2 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Clear away leftover groceries
2 people
73
Securely store the cash takings
2 people
74
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Beer tablesqty 4
Folding chairsqty 40
Bar stoolsqty 6
Coat racksqty 2
Clothes racksqty 4
Transport cartsqty 2

Lighting

LED light stringsqty 10
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 10
Table runnersqty 12
Fabric tableclothsqty 12
Diaper clothsqty 12
Chalkboardsqty 8
Christmas figuresqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Glassesqty 100
Platesqty 120
Bowlsqty 60
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Coolersqty 4
Ice cube traysqty 4

Equipment

Cash machinesqty 2
Cash traysqty 2
Cash counting traysqty 2
Walkie-talkiesqty 4
Megaphones
Flashlightsqty 4
Hand trucksqty 2

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand broomsqty 4
Cleaning brushesqty 4
Reusable clothsqty 20

Catering

Groceries

Office

Name badgesqty 40
Booth number signsqty 12
Information leafletsqty 250
Floor plansqty 200
Program flyersqty 250
Pensqty 20
Markersqty 8
Permanent markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 6
Scissorsqty 8
Clipboardsqty 6
Registration formsqty 100
Checkout formsqty 100
Wristbandsqty 250
Cash envelopesqty 30

Safety

Fire extinguishersqty 4
Non-slip matsqty 8
Flashlightsqty 4
Vestsqty 12
Work glovesqty 12

Tips

Set an exhibitor deadline at least 4–6 weeks before the market. Use the final participant list to assign stall numbers, prepare name badges and print a floor plan rather than making changes during setup.
Draw the stall layout before booking furniture. Leave clear routes for visitors, position tables and tents where exhibitors can unload safely, and check that coat racks, clothing racks and transport carts do not narrow walkways.
Check electricity before buying or placing lights. Count the LED lamps and light strings by area, keep extension cords and power strips away from foot traffic with cable mats, and test every connection during the venue check.
Give exhibitors one written information pack 7–10 days beforehand. Include arrival and unloading times, stall locations, payment arrangements, food requirements and who to contact on the day.
Separate early setup from last-minute work. Set out non-perishable supplies, decorations and reusable tableware first; collect chilled products close to opening time and assign volunteers to receive deliveries, unload booths and build party tents.

Frequently asked questions

How far in advance should I organise a craft Christmas market?: Start planning at least 8–12 weeks before the market. Confirm the date and venue first, then allow 4–6 weeks for exhibitor registrations, promotion and the participant list.
When should craft market exhibitors receive their final information?: Send the final practical details 7–10 days before opening. Confirm stall numbers, arrival time, unloading instructions, the floor plan, payment points and any dietary information.
How do I plan the layout for a craft Christmas market?: Draw the layout 3–4 weeks in advance, using the confirmed stalls and available furniture. Keep visitor routes clear, leave space for deliveries and volunteers, and check power points before placing lights or stalls.
When should I buy food and collect chilled products?: Buy non-perishable supplies during the week before the market and collect chilled products on the day before, or on the event day if storage is limited. Check deliveries before opening so missing or damaged items can be replaced in time.

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.