What you need for a school Christmas market

A school Christmas market needs more than stalls and decorations. Plan supplies for hot drinks, food service, crafts, raffle sales and clear visitor routes, as well as the equipment each stall needs. Count registered stallholders before buying disposable items, then add a 10–15% buffer for cups, plates and cutlery. Power, labels and small serving tools are easy to arrange too late, so check them alongside your floor plan and supplier confirmations.

Organize this event for free with Lizzt

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
- Coffee - 6 packs
- Tea - 10 boxes
- Cocoa powder - 3 packs
- Sugar - 5 kilo
- Sweeteners - 2 boxes
- Milk - 20 liters
- Plant-based milk - 8 liters
- Whipped cream - 12 aerosol cans
- Marshmallows - 8 bags
- Cinnamon - 4 jars
- Chocolate curls - 3 bags
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free mulled wine - 12 bottles
- Lemons - 20 pieces
- Hot chocolate - 12 liters
- Vegetable stock - 6 liters
- Tomato soup - 12 liters
- Pumpkin soup - 12 liters
- Soup vegetables - 4 kilos
- Onions - 5 kilo
- Garlic - 6 bulbs
- Potatoes - 10 kilos
- Winter carrots - 5 kilo
- Leeks - 4 kilo
- Peppers - 4 kilos
- Mushrooms - 3 kilo
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Lettuce - 8 heads
- Sandwiches - 180 pieces
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Butter - 3 kilos
- Cream cheese - 2 kilo
- Mild aged cheese - 5 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Peanut butter - 3 jars
- Jam - 4 jars
- Chicken breast slices - 2 kilos
- Egg - 10 boxes
- Vegetarian croquettes - 120 pieces
- Cheese soufflés - 100 pieces
- Mini sausages - 8 kilo
- Puff pastry - 10 packs
- Herb cream cheese - 2 kilos
- Grated cheese - 3 kilos
- Tomato sauce - 5 liters
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Chili sauce - 2 bottles
- Salt - 2 kilos
- Pepper - 4 jars
- Paprika powder - 3 jars
- Italian herbs - 3 jars
- Nutmeg - 2 jars
- Olive oil - 4 liters
- Sunflower oil - 5 liter
- Pancake mix - 8 kilos
- Flour - 5 kilo
- Oatmeal - 4 kilos
- Raisins - 3 kilos
- Cookies - 20 packs
- Speculaas - 15 packs
- Pepernoten - 10 kilos
- Christmas cookies - 12 packs
- Apple pie - 8 pieces
- Brownies - 12 trays
- Cake - 10 pieces
- Chocolate bars - 100 pieces
- Candy bags - 100 pieces
- Mandarins - 15 kilos
- Apples - 12 kilos
- Grapes - 6 kilos
- Mixed nuts - 4 kilos
- Popcorn kernels - 3 kilos
- Icing sugar - 2 kilos
- Chocolate sprinkles - 3 packs
- Pancake syrup - 4 bottles
- Christmas napkins - 500 pieces
- Paper cups - 500 pieces
- Paper straws - 300 pieces
- Disposable bags - 300 pieces
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 6 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Hand sanitizer - 8 bottles
- Liquid hand soap - 8 bottles

Tips

Plan 2–3 hot drinks per visitor for the first hour. For 100 visitors, that means roughly 200–300 cups or mugs, plus enough coffee, tea, milk and sugar for the full opening period.
Allow one plate and one set of cutlery per expected food serving, then add 10–15% extra. Put serving spoons, tongs and platters at each food stall rather than relying on one shared table.
Count power-hungry equipment before the market opens. Coffee machines, kettles, soup kettles and contact grills should be matched to available sockets, with extension cords and power strips kept away from walkways.
Prepare price tags, booth labels and route signs before setup day. Print at least one spare label and two spare price tags for every stall, because last-minute changes are common.
For a Christmas craft activity, buy materials for the maximum number of children expected in one session, plus 10% extra. Keep raffle tickets, prizes and a separate container for sold tickets at the sales point.

Frequently asked questions

How many cups do I need for a school Christmas market?: Plan for 2–3 hot drinks per visitor during the first hour. For 100 visitors, prepare 200–300 cups or mugs, plus a 10–15% reserve if washing and reusing them is not practical.
How many tables are needed for a school Christmas market?: Start with one market stall or table per registered stallholder, then add separate tables for drinks, raffle sales, crafts and information. Confirm the final number after registrations close, ideally 1–2 weeks before the event.
What equipment is needed for hot drinks at a school Christmas market?: You will typically need coffee machines, kettles, thermos flasks, coffee cups, tea glasses, mugs, water carafes and serving supplies. Check the electrical load and test every machine at least 1 day before opening.
How early should I buy supplies for a school Christmas market?: Order non-perishable supplies such as cups, signs, raffle tickets and craft materials 2–3 weeks ahead. Buy fresh food and chilled ingredients 1–2 days before the market, once registrations and expected attendance are confirmed.

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.