Makers Christmas Market Checklist

A makers Christmas market needs more than tables and festive decorations. Start by confirming the date, venue, permits and insurance, then build the layout before inviting makers. Registrations, stall assignments, power access and participant information need firm deadlines so problems are found before setup day. This checklist also covers lighting, payment procedures, volunteers, refreshments, safety and travel information, including the details organisers often leave until the last minute.

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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

Confirm date and location
Check permits
Check insurance
Draw the market layout
2 people
Set stand dimensions
Invite makers
2 people
Open the registration form
Write promotional copy
Publish event online
Distribute flyers
3 people
Process registrations
2 people
Select the makers
2 people
Confirm participants
2 people
Collect dietary requirements
Assign booth layout
2 people
Send participant information
2 people
Reserve suppliers
Check power outlets
2 people
Test the lighting
2 people
Choose payment method
Write out the cash register procedure
Schedule volunteers
2 people
Record emergency contact
Create safety instructions
2 people
Share route and parking information
Check the weather forecast
Buy stock supplies
3 people
Collect materials
3 people
Set up the register and change
2 people
Sort groceries
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Cordon off the area
2 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Lay power and cables
2 people
Hang lighting
3 people
Hang Christmas decorations
3 people
Welcome the makers
3 people
Assign stalls to makers
2 people
Place name tags
2 people
Hang up price lists
2 people
Set up the catering buffet
3 people
Place waste stations
2 people
Carry out a safety check
2 people
Brief volunteers
3 people

Event

Open the cash register
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Play Christmas music
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Empty trash bins
2 people
Check toilets
Check booths and walkways
2 people
Support makers with questions
2 people
Close the register
2 people
See visitors out
3 people
Have makers dismantle
3 people

Aftercare

Take down tents and stalls
6 people
Collect furniture
4 people
Remove decorations
3 people
Take down lighting
3 people
Wash dishes
3 people
Collect and sort waste
3 people
Sweep and clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
3 people
Store leftover stock
2 people
Register lost property
Collect invoices and receipts
Handle deposits and payments
Send thank-you message

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 40
Beer tablesqty 4
Stoolsqty 12
Buffet tablesqty 3
Clothes racksqty 4
Stall weightsqty 36

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Cake platesqty 60
Coffee spoonsqty 60
Serving utensilsqty 12
Serving plattersqty 12
Thermos flasksqty 8
Water jugsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Handheld microphone
Bluetooth speakerqty 2
Cash registersqty 2
Payment terminalsqty 2
Change boxesqty 2
Power banksqty 4

Lighting

String lightsqty 12
LED lampsqty 16
Battery lanternsqty 8

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Tableclothsqty 18
Diaper clothsqty 18
Name badgesqty 30
Price listsqty 24
Wayfinding signsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 3
Food warmersqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4
Cleaning clothsqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier postsqty 12
Barrier tapeqty 4
Non-slip matsqty 12

Catering

Groceries

Tips

Draw the market layout before confirming every maker. Set the stall dimensions first, then assign spaces while checking access to power outlets, walkways and any party tents.
Give makers a clear registration deadline and send participant information after selection. Include their booth location, setup instructions, parking or route details, and the deadline for dietary requirements.
Test lighting and power equipment before the market opens. Count extension cords, cable reels and power strips against the layout, and keep cables secured so visitors cannot trip over them.
Write the cash register procedure before scheduling volunteers. Specify who handles payments, how cash is checked, and where emergency contacts and safety instructions are kept during the event.
Plan refreshments by service point rather than by guesswork. Put coffee machines and kettles near cups, glasses, serving utensils and thermos flasks, and check that tables and seating fit without blocking stalls.

Frequently asked questions

How far in advance should I organise a makers Christmas market?: Start at least 8 to 12 weeks before the market. Confirm the date, location, permits and insurance first, then allow time to invite makers, process registrations and publish the event.
When should makers receive their stall assignments?: Send stall assignments and participant information at least 2 weeks before the market. This gives makers time to check their booth dimensions, setup requirements, route and parking information.
How many volunteers do I need for a makers Christmas market?: Plan at least 1 volunteer for every 25 to 30 visitors expected at busy times, plus one person responsible for coordination. Add cover for setup, payments, refreshments and emergencies rather than assigning every role to one person.
When should I test the lighting and power?: Test all lighting, extension cords, cable reels and power strips 1 to 2 days before the market. Check the actual stall layout as well as the equipment, because a working outlet may still be too far from the assigned booth.

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.