How to organise a floating Christmas market

A floating Christmas market needs more than stalls, lights and festive food. Start by fixing the date, opening hours and waterfront location, then build the plan around permits, pontoons, power, toilets and water safety. Exhibitor registrations and pitch assignments follow once the layout is known. In the final week, weather, catering, refrigerated drinks, equipment and emergency routes need checking in a set 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 event date and times
2 people
2
Determine the market location
2 people
3
Apply for permits
4
Prepare a water safety plan
2 people
5
Reserve suppliers for pontoons
6
Reserve power supply
7
Reserve toilets
8
Invite exhibitors
2 people
9
Process registrations
2 people
10
Assign pitch locations
2 people
11
Collect dietary requirements
12
Send invitations
2 people
13
Publish visitor information
14
Send exhibitor information
15
Check the weather forecast
16
Place catering order
2 people
17
Inventory materials
2 people
18
Check vendor contact details
19
Do the shopping
3 people
20
Store drinks refrigerated
2 people
21
Prepare snacks
3 people
22
Have pontoons installed
4 people
23
Connect the pontoons
4 people
24
Anchor pontoons to the quay
4 people
25
Mark walking routes and emergency exits
2 people
26
Set up safety equipment
2 people
27
Connect power
2 people
28
Hang lighting
3 people
29
Build stalls and tents
6 people
30
Set up tables and chairs
4 people
31
Hang decorations
3 people
32
Set up catering stations
3 people
33
Set out drinks
2 people
34
Set out snacks
3 people
35
Test cash registers and payment points
2 people
36
Welcome exhibitors
3 people
37
Guide exhibitors to their spots
3 people
38
Conduct a safety check
2 people

Event

39
Start opening music
40
Welcome visitors
3 people
41
Monitor walking routes
2 people
42
Support exhibitors
2 people
43
Serve hot drinks
3 people
44
Serve hot snacks
3 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty waste stations
2 people
48
Check toilets
49
Check the lighting
50
Operate the music
51
Announce the final round
52
Guide visitors to the exit
3 people

Aftercare

53
Have exhibitors take down their stands
4 people
54
Store catering leftovers safely
2 people
55
Wash the dishes and kitchenware
3 people
56
Collect waste
3 people
57
Clean the quay and pontoons
4 people
58
Remove decorations and lighting
3 people
59
Dismantle furniture
4 people
60
Disconnect the power supply
2 people
61
Have Pontoon Docks Removed
4 people
62
Return materials
2 people
63
Return borrowed items
2 people
64
Clear away leftover stock
2 people
65
Register lost property

What to bring

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

Furniture

Floating pontoonsqty 8
Christmas Market Stallsqty 12
Party tentsqty 6
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 60
Bar stoolsqty 12
Tablecloth clipsqty 48

Water safety

Life ringsqty 6
Rescue linesqty 6
Life jacketsqty 20
Crowd control barriersqty 16
Non-slip matsqty 20
Emergency exit signsqty 6

Lighting

String lightsqty 12
LED lanternsqty 20
Batteriesqty 40
Extension cordsqty 8
Cable traysqty 12

Equipment

Generator
Speakersqty 2
Mixer
Microphoneqty 2
Warming kettlesqty 4
Kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Card machinesqty 4
Power stripsqty 8

Tableware

Reusable cupsqty 250
Wine glassesqty 120
Platesqty 180
Bowlsqty 120
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Thermos flasksqty 8
Pitchersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Food warmersqty 6
Cooling platesqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas wreathsqty 12
Christmas figuresqty 10
Christmas clothsqty 12
Directional signsqty 10
Stand number signsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Bucketsqty 6
Hand broomsqty 6
Dustpan and brushqty 4
Cleaning clothsqty 30
Glovesqty 12
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Start the site plan before inviting exhibitors. Allow space for pontoons, market stalls, tents, walking routes, emergency exits, toilets and crowd-control barriers, then assign pitches only after the layout is workable.
Treat water safety as a core workstream, not an add-on. Prepare the water safety plan early and have life rings, rescue lines, life jackets, non-slip mats and signed emergency exits ready before visitors arrive.
Book infrastructure suppliers as soon as the date and location are confirmed. Pontoons, power and toilets can determine the site capacity, while late delivery leaves too little time for installation, connection and anchoring to the quay.
Give exhibitors a firm information deadline. Collect registrations and dietary requirements before placing the catering order, and send pitch details, arrival instructions and power arrangements early enough for vendors to prepare.
Run a final operational check in the last 24 hours. Confirm the weather forecast, vendor contact details, refrigerated drinks, lighting batteries, extension cords, cable trays, card machines and reusable cups before setup begins.

Frequently asked questions

How long does it take to organise a floating Christmas market?: Allow at least 8 to 12 weeks for a small market, and start earlier if permits, pontoons or multiple suppliers are involved. Exhibitor invitations should go out only after the location, date and basic layout are confirmed.
When should I apply for permits for a floating Christmas market?: Apply as soon as the date and waterfront location are fixed, ideally 8 to 12 weeks before the event. Permit requirements can affect the water safety plan, capacity, layout and operating hours.
How many toilets does a floating Christmas market need?: The required number depends on visitor capacity, event duration and local rules, so confirm the figure with the relevant authority and toilet supplier. Reserve units before publishing visitor information, with access routes shown on the site plan.
When should pontoons be installed and anchored?: Schedule installation with enough time for connection, anchoring and a full safety inspection before opening, typically at least one day in advance. Mark walking routes and emergency exits only after the final pontoon layout is secure.

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.