How to organise an Artists' Christmas market

An Artists' Christmas market needs more than artists and tables: the visitor route, power supply, payments and refreshments all affect how smoothly the day runs. Start by confirming the date and location, then check permits before inviting exhibitors. Build the stall layout around entrances, electricity and storage, and give every artist a numbered space with clear arrival instructions. In the final week, confirm participants, volunteers, catering and equipment instead of relying on informal replies.

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 location
2
Check permits
3
Create booth layout
2 people
4
Invite artists
2 people
5
Promote the event
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Make reservations
9
Confirm participants
10
Assign stall numbers
2 people
11
Send information to artists
12
Recruit volunteers
13
Assign volunteers
2 people
14
Order catering
15
Inventory materials
2 people
16
Reserve missing supplies
17
Design route signs
18
Create the program
2 people
19
Prepare name badges
2 people
20
Check cash register supplies
21
Get cash float
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Prepare materials
3 people

Event

26
Open venue
2 people
27
Check power outlets
2 people
28
Build the stalls
6 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Hang lighting
3 people
32
Hang decorations
3 people
33
Place route signs
2 people
34
Place stall numbers
2 people
35
Welcome the artists
3 people
36
Guide artists to their booths
3 people
37
Set up product tables
6 people
38
Set up the catering buffet
3 people
39
Set up the cash register
2 people
40
Check the signage
2 people
41
Brief volunteers
2 people
42
Open the doors
2 people
43
Welcome visitors
3 people
44
Operating the cash register
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Keep tables clean
2 people
51
Answer visitor questions
2 people
52
Support the artists
2 people
53
Announce program items
54
Turn on lighting
55
Inform last visitors
2 people
56
Close the register
2 people
57
Check out artists
3 people

Aftercare

58
Take down the stalls
6 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Dismantle lighting
3 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Return materials
2 people
66
Empty coolers
2 people
67
Process leftover food
2 people
68
Store the cash register supplies
69
Register lost and found items
70
Send thank-you message
71
Check invoices

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
High tablesqty 4
Chairsqty 40
Stoolsqty 8
Clothes racksqty 6
Tent weightsqty 16
Tableclothsqty 14
Storage cratesqty 24

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Payment terminalsqty 2
Cash registersqty 2
Walkie-talkiesqty 6
Handheld microphonesqty 2
Speakersqty 2

Lighting

String lightsqty 12
LED lampsqty 12
Battery lanternsqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Fabric backdropsqty 12
Booth numbersqty 12
Directional signsqty 10
Price holdersqty 24
Menu boardsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Pliersqty 6
Thermos flasksqty 4
Water jugsqty 6
Washing-up bowlsqty 3
Food warmersqty 4

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Trash binsqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Check permits and venue access before promoting the market. Allow at least 4–6 weeks for permission questions, delivery arrangements and any restrictions on tents, food or amplified sound.
Create the stall layout before assigning spaces. Mark entrances, exits, refreshments, toilets and power points, then number each stall so artists can unload without blocking the visitor route.
Send artists one practical information sheet at least 7 days before the event. Include their stall number, arrival and setup time, parking or unloading instructions, payment arrangements and what they need to bring.
Plan refreshments by service point, not just by headcount. Check that coffee machines, kettles or hot drink urns have suitable extension cords and power strips, and prepare cups, mugs, glasses, plates and serving utensils together.
Run a final inventory 48 hours before opening. Count furniture, tent weights, signage, payment terminals, cash-register supplies, cash float, name badges and communication equipment, then reserve or buy anything missing.

Frequently asked questions

How far in advance should I organise an Artists' Christmas market?: Start at least 8–12 weeks before the market. Confirm the date and venue first, check permits within the first week, and invite artists once the layout and participation terms are clear.
When should I confirm the artists and assign stall numbers?: Close registrations about 3–4 weeks before the event and confirm participants within 7 days. Assign stall numbers after the final list is known, then send each artist their details at least 1 week before opening.
How many volunteers do I need for an Artists' Christmas market?: Plan for at least 1 volunteer for every 10–15 stalls, plus one coordinator for arrivals and one person covering breaks. Add extra help during the 60–90 minutes before opening, when unloading and setup overlap.
When should I prepare the equipment and refreshments?: Complete the equipment inventory 48 hours before the market and chill drinks the day before. Prepare snacks and non-perishable serving materials in advance, then set out hot-drink equipment and fresh food on the event day.

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.