Vintage Christmas Market checklist

Use this checklist to organise a Vintage Christmas Market in the right order, from confirming the date and venue to opening the stalls. The plan covers vendor bookings, registrations, stall layout, volunteer roles, food and drinks, power, lighting and printed information. Start with the venue and vendor commitments, then handle guest communication and supplies. In the final week, check the forecast, prepare non-perishables and confirm that every stall, cable and payment device is ready.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Make reservations
Work out stall layout
2 people
Approach market vendors
2 people
Confirm vendors
Send terms of sale
Send invitations
2 people
Post the online announcement
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Print vendor list
Print floor plan
Check the weather forecast
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
4 people
Bake Christmas cookies
2 people
Prepare mulled wine
2 people
Lay out receipts
Label booths
2 people
Bring materials to the venue
4 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power points
2 people
Hang lighting
3 people
Set up Christmas tree
2 people
Hang decorations
3 people
Set up Christmas stalls
6 people
Hang menu boards
2 people
Decorate the entrance
2 people
Set up the cash register
2 people
Set up the refreshment stations
4 people
Set out tableware
2 people
Display snacks
3 people
Warm up mulled wine
2 people
Set out coffee and tea
2 people
Place waste stations
2 people
Check toilets
2 people

Event

Receive vendors
3 people
Welcome visitors
3 people
Staff the entrance
2 people
Staff the cash register
2 people
Serve mulled wine
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill snacks
2 people
Clear away dishes
2 people
Empty trash bins
2 people
Restock toilets
Support stalls
2 people
Make a site round
2 people
Check the lighting
See off the last visitors
3 people

Aftercare

Close the register
2 people
Have vendors pack up
3 people
Clear out booths
5 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down party tents
4 people
Return furniture
4 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Sort inventory
2 people
Store materials clean and dry
2 people
Return borrowed items
2 people
Sort lost property
Keep leftovers refrigerated

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
Bar stoolsqty 12
Tableclothsqty 16
Clothes racksqty 8
Wooden cratesqty 24
Parasol basesqty 8

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Mulled Wine Cupsqty 150
Water glassesqty 100
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 80
Serving plattersqty 20
Serving plattersqty 16

Equipment

Coffee machinesqty 3
Kettlesqty 3
Mulled wine heatersqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cash registersqty 2
Card machinesqty 2

Lighting

String lightsqty 12
LED lampsqty 16
Lanternsqty 12
Cable reelsqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 8
Wooden signpostsqty 10
Chalkboardsqty 12
Chalk markersqty 12
Nativity figures
Vintage suitcasesqty 10

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving spoonsqty 12
Tongsqty 8
Thermos flasksqty 6
Food warmersqty 4
Foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 10
Mop setsqty 3
Bucketsqty 4
Broom setsqty 4
Hand broomsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Hand sanitizer holdersqty 6
Toilet brushesqty 3
Rubber glovesqty 12

Catering

Groceries

Tips

Confirm the venue and stall layout before approaching vendors. You need to know how many market stalls, tables, clothes racks and power points can fit safely, especially if party tents are required.
Give vendors clear terms of sale and a firm confirmation deadline. Print the final vendor list and floor plan only after registrations and dietary requirements have been checked.
Plan drinks by service type: coffee machines and kettles need accessible power, while mulled wine heaters, coolers and cups should be placed where queues will not block the stalls.
Do not leave lighting and cables until setup day. Test string lights, LED lamps, lanterns, extension cords, power strips and cable reels in advance, and keep walkways clear.
Complete the practical food and payment checks on the final day. Chill drinks, prepare snacks and Christmas cookies, lay out receipts, and test both cash registers and card machines before guests arrive.

Frequently asked questions

How far in advance should I organise a Vintage Christmas Market?: Start at least 8 to 12 weeks before the market. Confirm the date and location first, then allow several weeks to approach vendors, process registrations and send the online announcement.
How many vendors can fit in a Vintage Christmas Market?: There is no fixed number; use the final floor plan and the available stall space to decide. Leave clear walking routes and allow extra room for party tents, tables, clothes racks and queues rather than filling every square metre.
When should I confirm the market vendors?: Set the confirmation deadline around 4 to 6 weeks before the event. After that date, send the terms of sale, finalise the vendor list and print the floor plan once the layout is stable.
When should I prepare mulled wine and Christmas food?: Prepare non-perishable supplies and bake Christmas cookies in advance, then prepare mulled wine and chill drinks on the event day. Finish the drinks and food setup at least 60 minutes before opening so equipment and serving ware can be checked.

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