Wine Christmas Market Checklist

A wine Christmas market needs more than wine and decorations. You need a confirmed venue with enough power, market stalls that can be built in time, chilled stock, labelled bottles, payment equipment and a clear serving plan. Work backwards from opening time: book suppliers and staff first, then confirm registrations and dietary requirements, and leave setup and stock checks for the final day. This checklist helps you track the details that are easiest to overlook.

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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

Check venue and power
2 people
Confirm Wine Suppliers
Reserve wine order
Send invitations
2 people
Process registrations
Collect dietary requirements
Schedule staff
2 people
Compile the wine list
2 people
Create price lists
Check the shopping list
2 people
Do the shopping
3 people
Receive wine and goods
3 people
Check stock
2 people
Chill drinks
3 people
Label wine bottles
2 people
Prepare snacks
4 people
Assemble cheese boards
3 people
Check crockery and glasses
2 people
Test payment equipment
2 people
Lay out wine tokens
2 people
Place booth signs
2 people
Build party tents
5 people
Set up market stalls
5 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang up decorations
3 people
Set up bar and serving station
3 people
Set out snacks and drinks
4 people
Staff briefing
8 people

Event

Welcome visitors
3 people
Taste and serve wine
5 people
Serve snacks
4 people
Refill drinks
3 people
Collect glasses and tableware
2 people
Empty trash bins
2 people
Wave goodbye to visitors
3 people

Aftercare

Secure the wine stock
2 people
Take down booths and tents
5 people
Put furniture back
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 6
High tablesqty 10
Foldable tablesqty 6
Chairsqty 40
Bar
Waste binsqty 8

Tableware

Wine glassesqty 250
Water glassesqty 120
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Carafesqty 12

Equipment

Refrigeratorsqty 3
Coolersqty 6
Cash registersqty 2
Card machinesqty 3
Extension cordsqty 8
Power stripsqty 8

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Serving tongsqty 12
Bottle openersqty 8

Decorations

Tableclothsqty 16
Christmas wreathsqty 6
Christmas treesqty 3
Wine list standsqty 12
Booth signsqty 12

Lighting

String lightsqty 10
LED lanternsqty 12
Power strips for lightingqty 6

Catering

Groceries

Tips

Confirm power before booking equipment. Count refrigerators, coolers, card machines, cash registers, string lights and LED lanterns, then allow spare capacity for extension cords and power strips.
Reserve the wine order early enough to receive and check it before the market opens. After delivery, count every case, chill the wines that need serving cold, and label bottles before guests arrive.
Set a fixed deadline for registrations and dietary requirements, ideally 7–10 days before the event. Use the final numbers to schedule staff, prepare snacks and assemble the right number of cheese boards.
Test every payment method during setup, not at opening time. Check cash registers and card machines, prepare wine tokens, and display price lists and wine lists at each stall before the first customer arrives.
Build the layout in a clear sequence: party tents and market stalls first, then tables and chairs, bar equipment, lighting, signs, glasses and serving items. Keep at least one accessible route to the bar, refrigerators and waste bins.

Frequently asked questions

How far in advance should I plan a wine Christmas market?: Start venue, power and wine supplier checks at least 6–8 weeks before the event. Send invitations and open registrations once the date, location and wine offer are confirmed.
How much wine should I order for a Christmas wine market?: Use your confirmed registrations and estimate around 2–3 tasting pours per guest per hour, then add a 10–15% buffer. Finalise the order after registrations close, usually 7–10 days before the event.
When should I chill the wine?: Receive and check the wine at least one day before opening so missing or damaged stock can be resolved. Chill white, rosé and sparkling wines in refrigerators or coolers several hours before service.
What should I set up first at a wine Christmas market?: Put up party tents and market stalls first, followed by tables, chairs, the bar and lighting. Complete signs, wine lists, glasses, payment equipment and wine tokens at least 60 minutes before guests arrive.

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.