What you need for a Scandinavian Christmas Market

A Scandinavian Christmas Market needs more than stalls and festive decorations. Plan separate supplies for hot drinks, food service, payments, wayfinding and waste, especially if guests will browse several booths over a few hours. Reusable tableware, extra signage and weather protection are easy to overlook until setup day. Use this list alongside your confirmed guest numbers, booth layout and supplier orders so you can buy non-perishables early and leave fresh products until closer to the market.

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What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 8
Clothes racksqty 4
Waste binsqty 10
Coat racksqty 2

Tableware

Coffee cupsqty 120
Mulled Wine Cupsqty 150
Drinking glassesqty 150
Platesqty 150
Bowlsqty 100
Forksqty 150
Knivesqty 150
Spoonsqty 150

Decorations

Christmas treesqty 6
Christmas baublesqty 120
Christmas garlandsqty 20
Pine branchesqty 30
Wooden Christmas starsqty 24
Tableclothsqty 20
Napkin holdersqty 20
Menu Card Holdersqty 20
Price tagsqty 100
Directional signsqty 12
Chalkboardsqty 10
Buntingqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Soup kettlesqty 3
Food warmersqty 4
Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 12
Power stripsqty 8
Payment terminalsqty 3
Cash boxesqty 3
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Serving spoonsqty 10
Pliersqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 8
Aluminum traysqty 30

Lighting

String lightsqty 16
LED lanternsqty 20
Battery candlesqty 60

Cleaning

Trash bag holdersqty 10
Bucketsqty 6
Floor squeegeesqty 4
Broom setsqty 4
Cleaning clothsqty 30

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 12 liters
- Whipping cream - 8 spray cans
- Mini marshmallows - 4 bags
- Sugar - 4 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Semi-skimmed milk - 6 liters
- Mulled wine - 30 bottles
- Non-alcoholic mulled wine - 8 bottles
- Apple juice - 12 liters
- Orange juice - 10 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Ginger beer - 12 bottles
- Cinnamon - 500 grams
- Star anise - 200 grams
- Cloves - 200 grams
- Cardamom - 200 grams
- Oranges - 8 kilo
- Lemons - 3 kilos
- Apples - 10 kilos
- Red cabbage - 8 kilos
- Potatoes - 20 kilos
- Onions - 6 kilos
- Garlic - 1 kilo
- Carrots - 8 kilos
- Leeks - 5 kilos
- Mushrooms - 5 kilos
- Pea soup - 25 liters
- Vegetable bouillon - 2 kilo
- Beef broth - 2 kilos
- Vegetarian meatballs - 8 kilos
- Frankfurters - 10 kilos
- Smoked sausages - 8 kilos
- Hot dog buns - 180 pieces
- Rye bread - 12 packs
- Multigrain rolls - 100 pieces
- Unsalted butter - 3 kilo
- Mild aged cheese - 5 kilos
- Brie - 3 kilo
- Smoked salmon - 3 kilos
- Cream cheese - 2 kilo
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Arugula - 2 kilos
- Pickles - 4 jars
- Fried onions - 2 kilo
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 4 jars
- Dill mustard - 3 jars
- Beet spread - 3 kilos
- Sour cream - 3 kilo
- Herb butter - 2 kilo
- Pepper - 500 grams
- Salt - 1 kilo
- Paprika Powder - 300 grams
- Nutmeg - 200 grams
- Flour - 5 kilo
- Baking powder - 500 grams
- Eggs - 10 cartons
- Oatmeal - 4 kilos
- Cookies - 12 packs
- Gingerbread - 8 packs
- Cinnamon buns - 180 pieces
- Ginger cookies - 12 packs
- Chocolate bars - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Paper straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Count tableware against your final registration total, then add roughly 10% extra cups, glasses, plates, bowls and cutlery for breakages, dropped items and unexpected guests.
Plan hot drinks by service point: coffee machines and kettles should be available where queues form, with coffee cups and mulled wine cups kept separate and replenished before doors open.
Buy and prepare directional signs, chalkboards, menu card holders and price cards at least 3 days before the market. Last-minute handwritten signs make multiple stalls harder to navigate.
Allow one waste bin for every 25 to 40 guests, with spare bin liners stored nearby. Food stalls and drink stations usually need their own bins rather than sharing one at the entrance.
Check the weather forecast 48 hours before opening and confirm that party tents, tablecloths, Christmas trees and pine branches are suitable for the conditions. Keep a dry backup area for paper goods and decorations.

Frequently asked questions

How many cups and plates do I need for a Scandinavian Christmas Market?: Start with one serving set per expected guest and add 10% to 15% extra. For 100 guests, that means at least 110 cups, plates and matching cutlery sets, with additional mulled wine cups if hot drinks are a central part of the market.
When should I buy supplies for a Scandinavian Christmas Market?: Buy non-perishable items such as decorations, tableware, signs and bin liners 2 to 3 weeks ahead. Order fresh food and other perishable products after registrations are confirmed, normally 3 to 5 days before the event.
How much coffee and hot drink equipment do I need for 100 guests?: Plan at least 2 hot-drink preparation points for 100 guests if service runs during the same busy period. Have enough kettles and coffee machines to avoid a queue at one station, and keep a reserve of cups ready for the first 2 hours.
What decorations and signs are needed for a Scandinavian Christmas Market?: Use one clear direction sign at each decision point, plus visible price cards and menu holders for every booth. For a market with 10 stalls, prepare at least 10 sets of booth pricing and menu signage, then add Christmas trees, garlands, pine branches and wooden stars to define the main areas.

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