What you need for a one-day Christmas market

A one-day Christmas market needs more than stalls and decorations. Plan supplies for hot drinks, snacks, serving, payments, lighting and moving equipment around the venue. The quantities below give you a starting point based on visitor numbers and trading time; adjust them for your expected crowd and whether stallholders bring their own equipment. Check power access early, because coffee machines, kettles, heaters and lights may need more outlets than the venue has available.

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What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
Stoolsqty 12
Tableclothsqty 18
Market stall tarpaulinsqty 12

Lighting

String lightsqty 12
LED lanternsqty 16
LED candlesqty 30
Extension cordsqty 8
Power stripsqty 8

Equipment

Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Mulled wine heatersqty 2
Hot food holding traysqty 2
Portable speakersqty 2
Microphone
Cash box
Payment terminal
Hand trucksqty 2

Tableware

Coffee cupsqty 100
Mulled Wine Cupsqty 150
Soft drink glassesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring jugsqty 4
Thermos flasksqty 6
Aluminum traysqty 20
Pliersqty 8
Ladlesqty 6

Decorations

Christmas treesqty 3
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Red carpetsqty 3
Menu boardsqty 8
Chalkboardsqty 6
Christmas figuresqty 8

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizerqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Hot chocolate - 12 liters
- Mulled wine - 30 liters
- Non-alcoholic mulled wine - 10 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 12 cans
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Cinnamon sticks - 4 bags
- Star anise - 2 bags
- Oranges - 5 kilos
- Lemons - 2 kilos
- Apples - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Christmas loaf - 8 pieces
- Currant buns - 60 pieces
- Mini sausage rolls - 150 pieces
- Mini cheese rolls - 100 pieces
- Vegetarian puff pastry snacks - 100 pieces
- Mini quiches - 80 pieces
- Hummus - 2 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Christmas Cookies - 10 packs
- Marshmallows - 4 bags
- Dark chocolate - 3 kilos
- Milk chocolate - 3 kilos
- Marshmallows - 6 bags
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Garlic sauce - 2 bottles
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Wooden forks - 200 pieces
- Paper snack trays - 200 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Kitchen towels - 6 packs
- Hand soap - 6 bottles
- Latex gloves - 4 boxes
- Aluminum trays - 100 pieces

Tips

For drinks, allow two to three servings per visitor during the first hour, then one to two servings per person for each following hour. Buy extra cups—around 10% above your calculated total—because hot-drink cups are rarely reused.
Plan one table setting per seated guest, plus at least 10% spare plates, forks and knives. Keep separate supplies for coffee, mulled wine and soft drinks so queues do not stop when one serving point runs out.
Test every string light, LED lantern and extension cord before market day, ideally 48 hours in advance. Label power strips and cords by area, and keep spare lighting available for entrances and payment points.
Prepare change and payment equipment at least one day before opening. Keep the cash box separate from the payment terminal, and bring a small reserve of coins and low-value notes rather than relying on stallholders to provide change.
Do a final weather and delivery check the day before opening. Tarpaulins, coolers, food warmers and hand trucks are easy to overlook when they are stored separately, so mark each item off during loading and again when the venue opens.

Frequently asked questions

How many cups do I need for a one-day Christmas market?: Estimate the total drinks served, then add at least 10% spare cups. For example, if 150 visitors are expected to buy two drinks each, prepare about 330 cups, split between coffee, mulled wine and soft drinks.
How much food and drink should I buy for a Christmas market?: Use expected visitors rather than stallholder numbers: allow two to three drinks per visitor in the first hour and one to two per person for each later hour. Add 10% for waste, spills and unexpected demand, unless vendors supply their own refreshments.
When should I test Christmas market lighting and equipment?: Test lights, extension cords, power strips, coffee machines, kettles and heaters at least 48 hours before opening. Repeat a quick check on the morning of the market, before tables and stalls block access to sockets.
What should I prepare the day before a one-day Christmas market?: Finish shopping, chill drinks, check groceries, prepare cash and change, and load equipment the day before. Keep final weather, delivery and power checks for the last 24 hours so problems can still be fixed before opening.

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