What you need for a sustainable Christmas market

A sustainable Christmas market needs more than stalls and festive decorations. Plan reusable serving items, equipment for hot drinks and soup, clear price and directional signs, and weather protection for exhibitors and visitors. Buy or borrow supplies only after checking what can be reused from previous events. Use the number of exhibitors, pitches and expected visitors to calculate quantities, especially for cups, plates, seating and catering.

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What to bring

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

Furniture

Party tentsqty 6
Market tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
Stoolsqty 12
Tableclothsqty 12
Clothes racksqty 4
Storage cratesqty 12

Tableware

Reusable cupsqty 250
Reusable mugsqty 180
Reusable platesqty 180
Reusable bowlsqty 120
Reusable cutleryqty 200
Serving spoonsqty 8
Serving tongsqty 6
Dishpanqty 4

Decorations

Wooden directional signsqty 12
Price tagsqty 80
Chalkboardsqty 10
Chalk markersqty 12
Christmas treesqty 4
Wooden Christmas decorationqty 40
Fabric buntingqty 12
Wooden Christmas starsqty 20
Christmas wreathsqty 6
Table decorationsqty 12

Equipment

Hot water boilersqty 3
Thermos flasksqty 8
Soup kettlesqty 3
Hot platesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Battery lampsqty 8
Payment terminalsqty 3
Power banksqty 4

Kitchen

Chef's knifeqty 4
Cutting boardsqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Ladlesqty 6
Serving plattersqty 12
Aluminum-free baking traysqty 4

Cleaning

Reusable cleaning clothsqty 20
Bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 3

Lighting

LED light stringsqty 12
LED lanternsqty 16
Rechargeable candlesqty 30
Illuminated arrowsqty 6
Spare batteriesqty 24

Catering

Groceries
- Coffee - 4 packs
- Black tea - 200 bags
- Herbal tea - 100 bags
- Hot chocolate - 18 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Spa Blauw - 30 liters
- Sparkling water - 15 liters
- Non-alcoholic mulled wine - 18 liters
- Hot apple juice - 12 liters
- Oat milk - 12 liters
- Semi-skimmed milk - 8 liters
- Coffee milk - 4 liters
- Granulated sugar - 4 kilos
- Honey - 2 jars
- Whipped cream - 12 aerosol cans
- Cocoa powder - 2 kilos
- Cinnamon - 250 gram
- Star anise - 100 gram
- Cloves - 100 grams
- Oranges - 4 kilo
- Lemons - 2 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Mandarins - 6 kilos
- Grapes - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted nuts - 3 kilos
- Raisins - 2 kilos
- Speculaas - 5 kilos
- Speculaas - 4 kilos
- Gingerbread - 3 kilos
- Mini waffles - 4 kilos
- Popcorn kernels - 3 kilos
- Salt - 1 kilo
- Pepper - 250 gram
- Olive oil - 2 liters
- Onions - 4 kilos
- Garlic - 500 grams
- Carrots - 4 kilos
- Leeks - 3 kilos
- Potatoes - 8 kilos
- Pumpkin - 6 kilos
- Vegetable bouillon - 3 packs
- Lentils - 3 kilos
- Chickpeas - 12 cans
- Coconut milk - 8 cans
- Diced tomatoes - 12 cans
- Bread - 12 loaves
- Wholegrain rolls - 100 pieces
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Sauerkraut - 3 kilo
- Mustard - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Chili sauce - 1 liter
- Apple syrup - 2 jars
- Jam - 3 jars
- Baking paper - 3 rolls
- Cling film - 2 rolls
- Reusable labels - 150 pieces
- Napkins - 500 pieces
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Toilet cleaner - 2 liters
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Residual waste trash bags - 80 pieces
- Compostable trash bags - 40 pieces
- Paper bags - 250 pieces
- Aluminum foil - 2 rolls
- Freezer bags - 2 boxes
- Matches - 4 boxes

Tips

Count one market table or pitch setup per exhibitor, then keep at least two spare tables for shared displays, registration or overflow. Confirm the final exhibitor list before placing any hire or purchase order.
For hot drinks, allow two reusable cups or mugs per expected visitor if washing facilities are limited. Add enough thermos flasks and hot water boilers to keep service running while one container is being refilled.
Plan serving quantities from your visitor estimate, not from the number of exhibitors. Check whether soup needs bowls and serving spoons, and provide tongs for pastries or other shared food.
Prepare one clear price tag or chalkboard for every stall, plus a separate set of wooden directional signs for entrances, toilets, parking and the food area. Make the signs weather-resistant before the event day.
Set aside storage crates for each exhibitor or food area and label them before unloading. If the market is outdoors, reserve party tents, weights and a weather plan at least one week before opening.

Frequently asked questions

How many reusable cups do I need for a Christmas market?: Start with two cups or mugs per expected visitor when washing is not available on site. For 100 visitors, that means about 200 reusable cups and mugs combined, adjusted for how many drinks you serve.
What equipment do I need for hot drinks and soup?: Plan hot water boilers and thermos flasks for drinks, plus soup kettles and hot plates if soup is served. Have at least one spare serving utensil for each food station and confirm the power capacity before buying or borrowing equipment.
How many tables and chairs are needed for a sustainable Christmas market?: Provide one market table or pitch setup for each confirmed exhibitor, then add two spare tables for shared activities or late changes. Count chairs and stools from the seating plan rather than buying one for every visitor.
When should I buy or reserve Christmas market supplies?: Check reusable stock and reserve missing furniture, equipment and tents at least two to four weeks before the market. Finalise food, drink and disposable-use quantities after registrations close and no later than one week before opening.

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