How to organise a school Christmas market

A school Christmas market needs more than decorated stalls and a festive playlist. Start by fixing the date, opening registration and inviting stallholders, then build the layout, volunteer rota and visitor route around the expected attendance. Food service, power, fire safety and dietary requirements need checking before setup day. This plan helps you organise the market in a workable order, including the details people often leave until the last minute.

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
Publish date and times
2 people
2
Send invitations
3 people
3
Open the registration form
4
Contact stallholders
3 people
5
Process registrations
2 people
6
Collect dietary requirements
2 people
7
Assign volunteers
3 people
8
Create booth layout
2 people
9
Create floor plan
2 people
10
Confirm suppliers
2 people
11
Make reservations
2 people
12
Check permits
13
Check fire safety
2 people
14
Assign first aid lead
15
Determine traffic route
2 people
16
Create parking information
17
Compile program
2 people
18
Prepare music programme
2 people
19
Hang up promotion
3 people
20
Post on social media
21
Print booth labels
2 people
22
Print price tags
2 people
23
Prepare route signs
2 people
24
Prepare Christmas craft activity
4 people
25
Prepare raffle tickets and prizes
2 people
26
Do the shopping
4 people
27
Chill drinks
3 people
28
Set out non-perishable items
3 people
29
Check fresh ingredients
2 people
30
Prepare cash registers and change
3 people
31
Give volunteer briefing
4 people
32
Inspect the grounds
3 people
33
Set up tents
6 people
34
Set up tables
6 people
35
Set up chairs
4 people
36
Hang lighting
4 people
37
Hang decorations
5 people
38
Connect power points
3 people
39
Set up stalls
10 people
40
Set up coffee station
3 people
41
Prepare hot snacks
5 people
42
Install cash registers
3 people
43
Set up signage
3 people
44
Check toilets
2 people
45
Test the music
2 people

Event

46
Announce the opening
2 people
47
Staff the entrance
3 people
48
Staff the cash register
4 people
49
Serve coffee and tea
4 people
50
Serve hot chocolate
3 people
51
Serve hot snacks
5 people
52
Refill drinks
3 people
53
Collect tableware
3 people
54
Guide the craft activity
4 people
55
Provide music
2 people
56
Santa parade
3 people
57
Sell raffle tickets
2 people
58
Conduct the lottery draw
3 people
59
Empty trash bins
2 people
60
Keep walkways clear
2 people
61
Announce the end time

Aftercare

62
Close out the registers
3 people
63
Clear out stalls
8 people
64
Clear tables and chairs
6 people
65
Turn off lights
3 people
66
Take down tents
6 people
67
Wash dishes
4 people
68
Clean the venue
6 people
69
Dispose of waste
3 people
70
Inventory materials
2 people
71
Return borrowed items
3 people
72
Return rental items
2 people
73
Sort lost property
2 people
74
Store leftovers safely
2 people
75
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Clothes racksqty 4
Stoolsqty 20

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Drinking glassesqty 120
Mugsqty 100
Dessert platesqty 100
Paper platesqty 250
Reusable cutleryqty 200
Serving spoonsqty 12
Pliersqty 10
Serving plattersqty 20
Thermos flasksqty 12
Water carafesqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 4
Food warmersqty 6
Soup kettlesqty 3
Contact grillsqty 2
Coolersqty 8
Extension cordsqty 12
Power stripsqty 10
Speakersqty 2
Microphone
Payment terminalsqty 3
Cash registersqty 3

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Pansqty 6
Baking dishesqty 8
Kitchen tongsqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Christmas figuresqty 12
Table runnersqty 24
Diaper clothsqty 18
Name badgesqty 40

Lighting

String lightsqty 18
LED lampsqty 30
Lanternsqty 12
Batteriesqty 40

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, opening hours and registration deadline first. Close stallholder registration at least 10 days before the market so you have time to process applications, collect dietary requirements and print booth labels and price tags.
Create the booth layout and floor plan only after you know how many stalls are attending. Leave clear routes between tables and tents, then add separate space for the craft activity, raffle, refreshments and any queues.
Confirm every supplier and reservation at least 7 days beforehand. Check that coffee machines, kettles, soup kettles, food warmers, coolers and extension cords match the available power supply rather than assuming one socket will be enough.
Assign named people to first aid, setup, refreshments, registration and closing. Give each volunteer a start time and a handover note; a rota with two-hour shifts is easier to cover than asking everyone to stay all day.
Publish route signs, parking information and the programme before the event. Put up printed signs on the day as well, because visitors will not always see social posts or know where to enter, queue or find the toilets.

Frequently asked questions

How far in advance should I organise a school Christmas market?: Start planning at least 8 to 10 weeks before the market. Publish the date and opening times early, open registration soon after, and reserve the final 2 weeks for layout, safety checks, printing and volunteer confirmations.
When should school Christmas market stallholder registration close?: Close registration about 10 to 14 days before the event. This gives you enough time to process registrations, confirm stall spaces, collect dietary requirements and prepare labels, price tags and the floor plan.
How many volunteers do I need for a school Christmas market?: Plan for at least 1 named coordinator, 2 people for setup, 2 for refreshments, 1 registration lead, 1 first aid lead and 2 people for closing. Add one volunteer per busy area if you expect queues or more than 100 visitors.
When should I check fire safety and power for the Christmas market?: Check fire safety, traffic routes and power requirements at least 2 weeks before the market, then walk through the venue again 1 to 2 days before opening. Count extension cords and power strips, and keep exits and access routes clear throughout setup.

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.