What you need for a sponsor Christmas market
A sponsor Christmas market needs more than stalls and festive decorations. You will need serving equipment, tableware, clear signs, sponsor branding and enough furniture for visitors, sellers and volunteers. Buy or collect disposable and perishable items only after registrations and dietary requirements are known. Check the venue’s power supply before bringing coffee machines, and keep chilled goods cold until serving. Use the complete list below to check purchases and borrowed equipment in one pass.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 10
- Foldable tablesqty 12
- High tablesqty 8
- Chairsqty 80
- Party tentsqty 6
- Dressing tablesqty 12
- Booth panelsqty 10
- Coat racksqty 4
Tableware
- Glassesqty 120
- Coffee cupsqty 100
- Platesqty 100
- Dinner platesqty 100
- Dessert platesqty 100
- Forksqty 120
- Knivesqty 100
- Spoonsqty 100
- Serving spoonsqty 12
- Serving traysqty 20
Decorations
- Christmas treesqty 4
- Christmas baublesqty 80
- Christmas garlandsqty 20
- Christmas wreathsqty 6
- Poinsettiasqty 12
- Table runnersqty 12
- Christmas clothsqty 12
- Sponsor bannersqty 20
- Menu boardsqty 10
- Directional signsqty 8
- Name badgesqty 40
Equipment
- Coffee machinesqty 3
- Kettlesqty 3
- Warming kettlesqty 4
- Coolersqty 6
- Refrigeratorsqty 2
- Cash register tabletsqty 2
- Payment terminalsqty 2
- Extension cordsqty 10
- Power stripsqty 8
- Cable matsqty 12
Kitchen
- Cutting boardsqty 8
- Cooking spoonsqty 8
- Measuring cupsqty 4
- Kitchen knivesqty 8
- Mixing bowlsqty 8
- Thermos flasksqty 8
- Serving spoonsqty 12
Lighting
- String lightsqty 12
- LED lampsqty 20
- Lanternsqty 12
- Lighting cordsqty 6
- Battery lampsqty 10
Cleaning
- Bucketsqty 6
- Mopsqty 6
- Broom setsqty 4
- Cleaning clothsqty 30
- Toilet brushesqty 4
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Hot chocolate - 12 liters
- Mulled wine - 18 liters
- Non-alcoholic mulled wine - 6 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Whipped cream - 12 cans
- Marshmallows - 6 bags
- Cinnamon - 3 jars
- Nutmeg - 2 jars
- Cloves - 2 jars
- Star anise - 2 bags
- Oranges - 4 kilo
- Lemons - 2 kilos
- Apples - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Christmas loaf - 8 pieces
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Pesto - 6 jars
- Cucumber - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack nuts - 6 bags
- Cheese sticks - 6 bags
- Olives - 4 jars
- Pickles - 4 jars
- Mixed Christmas cookies - 10 boxes
- Spiced biscuits - 6 bags
- Spiced cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Apple pie - 6 pieces
- Cream puffs - 100 pieces
- Vegetarian savory snacks - 120 pieces
- Vegan savory snacks - 60 pieces
- Gluten-free snacks - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 400 pieces
- Toothpicks - 300 pieces
- Storage containers - 30 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfecting wipes - 8 packs
Tips
- Count tableware against your expected attendance, then add 10% for breakages, dropped items and late arrivals. Separate coffee cups, glasses, plates, dinner plates, dessert plates, forks, knives and spoons before setup.
- Plan one serving point per busy food or drink area and provide serving spoons and trays at each point. Label trays and utensils so volunteers do not move them between stalls during the market.
- Check every coffee machine’s power requirement at least 7 days before the event. Confirm that the venue has enough outlets and that cables will not cross visitor routes.
- Prepare sponsor banners, menu boards, directional signs and the map before the setup day. Bring at least one spare copy of each sign and keep sponsor logos grouped by stall to prevent last-minute searching.
- Keep decorations and furniture separate from food and drinks during transport. Assemble stalls, tables, high tables, chairs and coat racks before adding Christmas trees, garlands, wreaths and table decorations, so the layout remains easy to adjust.
Frequently asked questions
- What should I buy for a sponsor Christmas market?
- Plan for tableware, serving trays and spoons, coffee cups, glasses, plates, coffee machines, signs, sponsor banners and Christmas decorations. You may also need furniture such as market stalls, foldable tables, high tables, chairs, tents and coat racks. Check the full 57-item shopping list against what the venue or sponsors can provide before buying anything.
- How much extra tableware should I buy for a Christmas market?
- Allow at least 10% more plates, cups, glasses and cutlery than your confirmed guest count. For 100 visitors, that means planning for about 110 of each frequently used item, with more if the market runs for several hours or washing-up is not available.
- When should I arrange sponsor banners and market signs?
- Collect sponsor logos and prepare banners, menu boards and directional signs at least 7 days before the market. Print a spare set 2 to 3 days before setup and check that every sponsor is represented at the correct stall.
- How do I plan coffee machines for a Christmas market?
- Confirm the number of machines and their power requirements at least 7 days in advance. Check available sockets, extension leads and cable routes before the event, and place machines where volunteers can refill them without blocking visitor access.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!