Winter Market checklist and organising plan

A winter market needs more than stalls and decorations. You need to coordinate stallholders, registrations, permits, power, food information and deliveries before setup day. This checklist puts the work in a practical order, from publishing the date and assigning stalls to checking the forecast and building the market area. It also covers details people often leave too late, such as allergen information, chilled drinks, cash, card machines and wind weights for tents.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Publish the date and opening hours
Send invitations
2 people
Open registrations
Contact stallholders
2 people
Process registrations
Collect dietary requirements
Reserve power outlets
Check permits
Assign stalls
2 people
Inform stall holders
Put together the menu
2 people
Develop allergen information
2 people
Confirm deliveries
Check stock
2 people
Finalize shopping list
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Test Christmas lights
2 people
Lay out cash
2 people
Check the weather forecast
Cordon off the area
4 people
Build stalls and tents
8 people
Set up tables and chairs
5 people
Hang lighting
4 people
Connect power
3 people
Hang up decorations
4 people
Set up the stall tables
6 people
Set up the coffee and tea station
3 people
Prepare hot drinks
3 people
Display snacks
3 people
Place price tags
2 people
Place waste stations
2 people
Final safety check
2 people

Event

Welcome visitors
4 people
Support stallholders
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Check the lighting
Close the register
2 people

Aftercare

Take down the stalls
6 people
Put furniture back
5 people
Clean the grounds
5 people
Wash dishes
3 people
Clear away lights and cables
3 people
Dispose of waste
2 people
Return materials
3 people
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 6
Beer tablesqty 8
Folding chairsqty 40
Coat racksqty 2

Decorations

Christmas treesqty 3
Christmas baublesqty 60
Buntingqty 12
Tableclothsqty 12
Price sign holdersqty 20
Wind weightsqty 24

Lighting

String lightsqty 12
LED lampsqty 20
Extension cordsqty 10
Power stripsqty 8

Equipment

Kettlesqty 3
Coffee machinesqty 2
Warming kettlesqty 3
Coolersqty 4
Card machinesqty 2
Walkie-talkiesqty 4
Flashlightsqty 4

Tableware

Mugsqty 120
Glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Knivesqty 12
Small bowlsqty 20
Thermos flasksqty 8
Serving plattersqty 16

Cleaning

Waste binsqty 8
Mop setsqty 2
Hand broomsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Contact stallholders before opening registrations if you need to confirm how many market stalls, tents or power outlets are available. Once registrations close, process the list promptly and send each stallholder their assigned space.
Finish the menu and allergen information before confirming food deliveries. Dietary requirements are easier to manage when collected during registration rather than on the morning of the market.
Test Christmas lights, LED lamps, extension cords and power strips before setup day. Reserve power outlets in advance and keep walkie-talkies and flashlights available for the setup team.
Check the weather forecast several days before the market and again on the day. For outdoor tents and stalls, have wind weights ready and decide when to cordon off the area if conditions become unsafe.
Buy and chill drinks early enough for them to reach serving temperature, while collecting fresh produce as late as practical. Count mugs, glasses, plates, cutlery, serving spoons and small bowls before food preparation starts.

Frequently asked questions

How far in advance should I organise a winter market?: Start at least 6 to 8 weeks before the market. Publish the date and opening hours early, then allow time for registrations, permits, stall assignments, deliveries and final stock checks.
When should winter market registrations close?: Close registrations about 2 weeks before the event if you need to assign stalls and collect dietary requirements. This gives you time to process registrations and inform stallholders before setup.
How much time is needed to set up a winter market?: Allow at least 3 to 4 hours for building stalls and tents, arranging tables and chairs, connecting lighting and checking equipment. Add extra time if the area needs cordoning off or the weather is poor.
When should I check the weather for an outdoor winter market?: Check the forecast 3 to 5 days before the market and again on the morning itself. Use that information to confirm tents, wind weights, lighting, power arrangements and any safety measures.

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.