How to organise an outdoor Christmas market

An outdoor Christmas market needs more planning than a row of stalls and some lights. Start with the date, opening hours and site layout, then build the plan around exhibitors, visitor flow, power and weather. Food service, signage and volunteer instructions should be ready before setup day, not improvised on the morning. This guide focuses on the details that are easy to overlook, from chilled products and soup service to backup lighting and parking signs.

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
Set date and opening hours
2 people
2
Determine the venue and site layout
2 people
3
Announce the Christmas market
2 people
4
Send invitations
2 people
5
Process visitor registrations
2 people
6
Collect dietary requirements
7
Contact exhibitors
2 people
8
Register exhibitors
2 people
9
Assign pitch locations
2 people
10
Inform exhibitors
2 people
11
Make material reservations
12
Check the power supply
2 people
13
Check the weather forecast
14
Prepare the backup weather plan
2 people
15
Print floor plan
16
Make route and parking signs
2 people
17
Make name badges for staff
18
Assign volunteers
2 people
19
Print staff instructions
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Set up non-perishable supplies
2 people
23
Store chilled products in the fridge
2 people
24
Prepare snacks
4 people
25
Prepare soup
2 people
26
Pack Christmas cookies
2 people
27
Chill drinks
2 people
28
Prepare cash registers
2 people
29
Prepare Change
30
Bring materials to the venue
4 people
31
Clear the site
4 people
32
Mark out power points
2 people
33
Build party tents
6 people
34
Set up the market stalls
6 people
35
Set up tables and chairs
4 people
36
Place waste bins
2 people
37
Hang lighting
4 people
38
Lay out power cables safely
3 people
39
Hang decorations
4 people
40
Set up Christmas tree
3 people
41
Put up directional signs
2 people
42
Place fire extinguishers
2 people
43
Set out first aid kit
44
Set up the catering buffet
4 people
45
Lay out crockery and cutlery
2 people
46
Prepare coffee and tea
2 people
47
Prepare hot chocolate
2 people
48
Bring soup to temperature
2 people
49
Display snacks
3 people
50
Welcome exhibitors
3 people
51
Guide exhibitors to their spots
3 people
52
Check market stalls
2 people
53
Test cash registers and card terminals
2 people
54
Check site safety
2 people

Event

55
Staff the entrance
2 people
56
Welcome visitors
2 people
57
Hand out maps
58
Staff the catering
4 people
59
Serve coffee and tea
2 people
60
Serve hot chocolate
2 people
61
Serve soup
2 people
62
Serve snacks
2 people
63
Refill drinks
2 people
64
Collect tableware
2 people
65
Empty trash bins
2 people
66
Keep the site clean and safe
2 people
67
Check the lighting
68
Support exhibitors
2 people
69
Inform last visitors
2 people
70
Close out the registers
2 people
71
Check out exhibitors
2 people

Aftercare

72
Chill food and drinks
2 people
73
Wash dishes
3 people
74
Clean up catering
4 people
75
Remove decorations
4 people
76
Dismantle lighting
4 people
77
Take down party tents
6 people
78
Take down market stalls
6 people
79
Clear tables and chairs
4 people
80
Collect and sort waste
4 people
81
Clean the grounds
4 people
82
Return materials
4 people
83
Return borrowed items
2 people
84
Store leftover stock
2 people
85
Register lost and found items
86
Make the site ready for handover
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 12
Folding chairsqty 60
High tablesqty 8
Table skirtsqty 12
Clothes racksqty 6
Storage cratesqty 20

Lighting

String lightsqty 12
LED lampsqty 20
Battery lanternsqty 10
Spare batteriesqty 40

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Christmas figuresqty 10
Santa hatsqty 30
Table décorqty 12
Christmas napkinsqty 300

Equipment

Food warmersqty 4
Soup kettlesqty 2
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Extension cordsqty 8
Extension cordsqty 12
Outdoor speakersqty 2
Microphone
Card machinesqty 3
Cash registersqty 3
Power banksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Soup bowlsqty 100
Platesqty 150
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 8
Mixing bowlsqty 6
Serving plattersqty 12
Pliersqty 8
Measuring cupsqty 4
Jerry cansqty 6
Coolersqty 4

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Safety

Fire extinguishersqty 4
First aid kits
Warning conesqty 12
Cable matsqty 20
Work glovesqty 12

Setup

Crowd control barriersqty 12
Marker tapeqty 4
Information boardsqty 8
Directional signsqty 12
Price tagsqty 100
Clipboardsqty 6
Markersqty 12
Rolls of tapeqty 8
Rope rollsqty 4
Ballast weightsqty 24

Catering

Groceries

Tips

Confirm the site layout before inviting exhibitors. Mark every pitch, walkway, entrance, parking route and power point on a printed floor plan, then assign stall locations before you send final instructions.
Contact exhibitors early and collect registrations, pitch requirements and dietary information in one place. Send each exhibitor their location, arrival time, unloading instructions and power arrangements at least 7 days before the market.
Treat electricity and lighting as separate checks. Test extension cords, coffee machines, kettles and outdoor lighting on site, and keep battery lanterns and spare batteries available in case a connection fails.
Prepare the weather backup plan before checking the forecast. Decide where party tents, tables and chilled storage will go in wet or windy conditions, and set a firm deadline for communicating changes to exhibitors and visitors.
Finish food and staffing preparations the day before. Put chilled products in the fridge, set out non-perishable supplies, prepare snacks and soup, and give volunteers printed instructions with their names and shifts.

Frequently asked questions

How early should I start organising an outdoor Christmas market?: Start at least 8 to 12 weeks before the market. Use the first 2 weeks for the date, venue, layout and exhibitor capacity, then allow several weeks for registrations, materials, staffing and visitor information.
How many exhibitors fit in an outdoor Christmas market?: The number depends on the pitch size and required walking space, not just the available ground. Measure the site first, reserve clear routes and entrances, and assign pitches on a floor plan before confirming registrations.
When should I check the weather for an outdoor Christmas market?: Check the forecast 7 days before the event, then again 48 and 24 hours beforehand. Set a decision deadline for tents, layout changes or cancellation so exhibitors and visitors receive the same information in time.
How much food and drink should I prepare for a Christmas market?: Estimate portions from confirmed visitor registrations and add a small buffer rather than guessing. Keep chilled food refrigerated until service, prepare soup close to opening time, and allow extra hot-water, coffee and thermos capacity for the busiest first hour.

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.