School Christmas market checklist

A school Christmas market needs more than stalls and decorations. You need a clear registration deadline, confirmed stallholders, a workable floor plan, enough volunteers and a safe route for visitors, suppliers and children. Plan the layout before hiring tables and tents, and confirm power, food service and fire-safety arrangements before promotion goes out. Use this checklist to work through the market in order, from publishing the date to preparing raffle tickets and route 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

Publish date and times
2 people
Send invitations
3 people
Open the registration form
Contact stallholders
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
3 people
Create booth layout
2 people
Create floor plan
2 people
Confirm suppliers
2 people
Make reservations
2 people
Check permits
Check fire safety
2 people
Assign first aid lead
Determine traffic route
2 people
Create parking information
Compile program
2 people
Prepare music programme
2 people
Hang up promotion
3 people
Post on social media
Print booth labels
2 people
Print price tags
2 people
Prepare route signs
2 people
Prepare Christmas craft activity
4 people
Prepare raffle tickets and prizes
2 people
Do the shopping
4 people
Chill drinks
3 people
Set out non-perishable items
3 people
Check fresh ingredients
2 people
Prepare cash registers and change
3 people
Give volunteer briefing
4 people
Inspect the grounds
3 people
Set up tents
6 people
Set up tables
6 people
Set up chairs
4 people
Hang lighting
4 people
Hang decorations
5 people
Connect power points
3 people
Set up stalls
10 people
Set up coffee station
3 people
Prepare hot snacks
5 people
Install cash registers
3 people
Set up signage
3 people
Check toilets
2 people
Test the music
2 people

Event

Announce the opening
2 people
Staff the entrance
3 people
Staff the cash register
4 people
Serve coffee and tea
4 people
Serve hot chocolate
3 people
Serve hot snacks
5 people
Refill drinks
3 people
Collect tableware
3 people
Guide the craft activity
4 people
Provide music
2 people
Santa parade
3 people
Sell raffle tickets
2 people
Conduct the lottery draw
3 people
Empty trash bins
2 people
Keep walkways clear
2 people
Announce the end time

Aftercare

Close out the registers
3 people
Clear out stalls
8 people
Clear tables and chairs
6 people
Turn off lights
3 people
Take down tents
6 people
Wash dishes
4 people
Clean the venue
6 people
Dispose of waste
3 people
Inventory materials
2 people
Return borrowed items
3 people
Return rental items
2 people
Sort lost property
2 people
Store leftovers safely
2 people
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Clothes racksqty 4
Stoolsqty 20

Tableware

Coffee cupsqty 100
Tea glassesqty 80
Drinking glassesqty 120
Mugsqty 100
Dessert platesqty 100
Paper platesqty 250
Reusable cutleryqty 200
Serving spoonsqty 12
Pliersqty 10
Serving plattersqty 20
Thermos flasksqty 12
Water carafesqty 12

Equipment

Coffee machinesqty 4
Kettlesqty 4
Food warmersqty 6
Soup kettlesqty 3
Contact grillsqty 2
Coolersqty 8
Extension cordsqty 12
Power stripsqty 10
Speakersqty 2
Microphone
Payment terminalsqty 3
Cash registersqty 3

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Pansqty 6
Baking dishesqty 8
Kitchen tongsqty 8

Decorations

Christmas treesqty 4
Christmas baublesqty 120
Christmas garlandsqty 20
Christmas wreathsqty 8
Christmas figuresqty 12
Table runnersqty 24
Diaper clothsqty 18
Name badgesqty 40

Lighting

String lightsqty 18
LED lampsqty 30
Lanternsqty 12
Batteriesqty 40

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Publish the date, opening hours and registration deadline before inviting stallholders. Keep the registration form open long enough to collect dietary requirements and avoid chasing missing information during the final week.
Create the booth layout and visitor route before assigning tables, chairs and party tents. Mark entrances, exits, the first-aid point, toilets, food areas and any narrow passages on the floor plan.
Confirm every powered item with the venue and suppliers at least 7 days before the market. Count coffee machines, kettles, soup kettles, food warmers, speakers and extension cords against the available sockets.
Assign volunteers to specific shifts rather than asking for general help. Cover setup, welcome and registration, food service, the craft activity, raffle sales, first aid and clearing away, with at least one named lead for each area.
Print booth labels, price tags and route signs before the final setup day. Prepare the Christmas craft activity and raffle tickets separately so they are ready when stalls are being assembled, not while visitors arrive.

Frequently asked questions

How far in advance should I organise a school Christmas market?: Start planning at least 8 to 12 weeks before the market. Publish the date and opening times first, then allow time for stallholder registrations, volunteer assignments, supplier confirmations, permits and safety checks.
When should school Christmas market stallholders register?: Set the registration deadline around 3 to 4 weeks before the event. This gives you time to process registrations, collect dietary requirements, create the booth layout and print labels and price tags.
How many volunteers are needed for a school Christmas market?: Plan one named volunteer lead for each key area and add enough people to cover shifts during setup, opening hours and clearing away. For a small market, begin with at least 8 to 12 volunteers, then increase the number for more stalls or a longer programme.
When should I check permits and fire safety for a school Christmas market?: Check permits, fire-safety requirements and the traffic route at least 4 weeks before the market. Recheck the completed floor plan 7 days beforehand, especially if you are using tents, cooking equipment, heaters or multiple extension cords.

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.