How to organise a Scandinavian Christmas Market

A Scandinavian Christmas Market needs more than stalls and festive decorations. Start by fixing the date, opening hours and venue, then build the layout and programme before inviting visitors. Supplier lead times, permits, dietary requirements and weather protection are the points most likely to cause late changes. Use confirmed registrations to set final quantities, then finish with food orders, signage, payment checks and a weather-based setup plan.

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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
Reserve venue
2
Record date and times
3
Apply for permits
4
Reserve market stalls
5
Reserve party tents
6
Contact suppliers
2 people
7
Create booth layout
2 people
8
Compile program
2 people
9
Draft invitations
10
Send invitations
11
Process registrations
12
Collect dietary requirements
13
Confirm suppliers
14
Assign volunteers
2 people
15
Assign booths
2 people
16
Create menus
17
Make price tags
18
Make route signs
19
Check payment methods
20
Put together the music
21
Check the weather forecast
22
Finalize headcount
2 people
23
Check the shopping list
2 people
24
Do non-perishable shopping
2 people
25
Order fresh produce
26
Sort decorations
2 people
27
Count tableware
2 people
28
Test the equipment
2 people
29
Print signs and flyers
30
Prepare decorations
3 people
31
Prepare snacks
4 people
32
Chill drinks
2 people
33
Label booths
2 people
34
Clear the venue
3 people
35
Build party tents
4 people
36
Set up market stalls
4 people
37
Set up tables and chairs
4 people
38
Hang lighting
3 people
39
Hang decorations
4 people
40
Set up the sound system
2 people
41
Display market stall products
6 people
42
Set up buffet
4 people
43
Set out coffee and tea
2 people
44
Set up payment points
2 people
45
Place route signs
2 people
46
Conduct a safety check
2 people

Event

47
Welcome suppliers
2 people
48
Welcome visitors
3 people
49
Serve coffee and tea
3 people
50
Serve hot chocolate
2 people
51
Serve mulled wine
2 people
52
Serve snacks
4 people
53
Refill drinks
2 people
54
Refill buffet
3 people
55
Empty trash bins
2 people
56
Clear tables
3 people
57
Check toilets
58
Operate the music
59
Close the register
2 people
60
Wave goodbye to visitors
3 people

Aftercare

61
Store food safely
3 people
62
Take down market stalls
4 people
63
Take down party tents
4 people
64
Remove lighting
3 people
65
Collect decorations
3 people
66
Wash dishes
4 people
67
Clean the venue
4 people
68
Dispose of waste
2 people
69
Inventory materials
2 people
70
Return rental items
2 people
71
Distribute leftover food
2 people
72
Return sound equipment
2 people

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 8
Clothes racksqty 4
Waste binsqty 10
Coat racksqty 2

Tableware

Coffee cupsqty 120
Mulled Wine Cupsqty 150
Drinking glassesqty 150
Platesqty 150
Bowlsqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 150

Decorations

Christmas treesqty 6
Christmas baublesqty 120
Christmas garlandsqty 20
Pine branchesqty 30
Wooden Christmas starsqty 24
Tableclothsqty 20
Napkin holdersqty 20
Menu Card Holdersqty 20
Price tagsqty 100
Directional signsqty 12
Chalkboardsqty 10
Buntingqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Soup kettlesqty 3
Food warmersqty 4
Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 12
Power stripsqty 8
Payment terminalsqty 3
Cash boxesqty 3
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Aluminum traysqty 30

Lighting

String lightsqty 16
LED lanternsqty 20
Battery candlesqty 60

Cleaning

Trash bag holdersqty 10
Bucketsqty 6
Floor squeegeesqty 4
Broom setsqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the venue, date and opening hours before contacting stallholders. Allow several weeks for permits and supplier confirmations, because a change in site can affect the booth layout, tents, route signs and power needs.
Draw the booth layout before assigning stalls. Leave clear routes for visitors, space around coffee machines and kettles, and a defined area for waste bins, coat racks and queues at food and drink points.
Send invitations early enough to collect registrations and dietary requirements before ordering. Close registration at least 7 days before the market so you can confirm guest numbers, menus, tableware and volunteer shifts.
Treat cold or wet weather as a setup issue, not a last-minute detail. Check the forecast 48 hours beforehand and confirm where party tents, Christmas trees, garlands and pine branches can be secured without blocking entrances or signs.
Split purchasing into two rounds: buy non-perishable items after the plan is approved, then order fresh products once final numbers are known. Check cups, glasses, plates, bowls, cutlery, napkins, price cards and menu holders against the shopping list before delivery day.

Frequently asked questions

How far in advance should I organise a Scandinavian Christmas Market?: Start at least 8 to 12 weeks before the market. Secure the venue, date, permits, stalls and tents first, then allow time for invitations, registrations, supplier confirmations and volunteer planning.
When should I send invitations for a Christmas market?: Send invitations around 6 weeks before the event and set a registration deadline about 7 days before opening. That gives you time to collect dietary requirements and calculate final food, drink and seating quantities.
How many volunteers do I need for a Scandinavian Christmas Market?: Plan for at least 1 volunteer per active operational area, plus 2 people for setup and troubleshooting. For example, separate coverage may be needed for welcome, payments, food and drink, stall support and closing checks; increase the number if the market runs for more than 4 hours.
When should I check the weather and prepare the tents?: Check the forecast 48 hours before the market and again on the morning of setup. Confirm the tent arrangement, anchoring, signs, decorations and dry storage then, rather than waiting until visitors are arriving.

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.