What you need for a youth Christmas market

A youth Christmas market needs more than stalls and Christmas decorations. Plan supplies for warm drinks, food service, payments, lighting and activities, with enough equipment for busy periods. Buy disposable items and refreshments close to the event, but arrange tents, tables, speakers and power equipment early. Use the plan’s 65-item checklist to confirm what is already available before shopping, especially tableware, extension cords and cash boxes.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 14
Folding chairsqty 60
Beer tablesqty 6
Stoolsqty 12
Clothes racksqty 4
Blanketsqty 14

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8
Warming kettlesqty 3
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Cash boxesqty 3
Calculatorsqty 3
Thermos flasksqty 6

Lighting

String lightsqty 10
LED lanternsqty 12
LED candlesqty 24

Decorations

Artificial Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 12
Christmas wreathsqty 4
Christmas flagsqty 8
White table linenqty 14
Red table runnersqty 14
Santa hatsqty 30
Name labelsqty 40
Decorative gift boxesqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Mugsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Kitchen scale

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpansqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand sanitizerqty 6

Activities

Colored pencilsqty 10
Markersqty 10
Coloring pagesqty 150
Craft paperqty 10
Scissorsqty 20
Glue sticksqty 20
Glitter glueqty 12
Christmas stickersqty 20
Craft cardboardqty 10
Table apronsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Hot chocolate - 12 liters
- Whipped cream - 12 cans
- Mini marshmallows - 6 bags
- Cinnamon - 3 jars
- Cloves - 2 jars
- Star anise - 2 bags
- Sugar - 5 kilo
- Sweeteners - 2 boxes
- Milk - 10 liter
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Non-alcoholic mulled wine - 10 liters
- Apples - 8 kilos
- Mandarins - 6 kilos
- Grapes - 4 kilos
- Bananas - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 5 bags
- Mini pretzels - 5 bags
- Gingerbread - 6 packs
- Christmas cookies - 8 packs
- Speculaas - 6 packs
- Brownies - 6 boxes
- Muffins - 6 boxes
- Mini donuts - 5 boxes
- Apple pie - 4 pieces
- Cream puffs - 4 boxes
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb cheese - 1 kilo
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Salami - 2 kilo
- Cucumber - 10 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Raw cauliflower - 4 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Peanut sauce - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Olive oil - 2 liters
- Pancake mix - 5 packs
- Eggs - 60 pieces
- Pancake syrup - 4 bottles
- Icing sugar - 2 kilos
- Poffertjes - 600 pieces
- Powdered sugar sachets - 4 packs
- Napkins - 12 packs
- Paper cups - 500 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 500 pieces
- Wooden forks - 300 pieces
- Keychains - 100 pieces
- Gift ribbon - 10 rolls
- Gift bags - 150 pieces
- Cash register rolls - 6 rolls
- Price stickers - 20 sheets
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Nitrile gloves - 4 boxes

Tips

Allow two to three drinks per visitor during the first hour, then add one drink per person for each following hour. Include extra hot-water capacity so queues do not form around the warming kettles and coffee machines.
Provide one serving set per expected guest for the busiest meal or refreshment period, plus 10% spare. Check cups, napkins, plates, cutlery and food-serving utensils separately rather than assuming tableware stock is complete.
Plan one cash box and one calculator for each active sales point, with enough small notes and coins for the first two hours. Keep a written record of the starting float and assign one volunteer to each cash-handling station.
For every powered area, count the outlets before shopping and bring extension cords and power strips with 20% spare capacity. Test the cables, lighting, Bluetooth speakers and microphone at least one day before the market.
Buy or prepare decorations in groups by zone: entrance, stalls, activity area and stage or music point. Put up string lights and LED lanterns before opening, and keep blankets available for young volunteers working near outdoor stalls.

Frequently asked questions

How much food and drink do I need for a youth Christmas market?: Start with two to three drinks per visitor for the first hour, then one additional drink per person for every hour after that. For packaged food, plan one portion per expected buyer and add 10% spare for volunteers and unexpected demand.
How many tables do I need for a youth Christmas market?: Allow one market stall or table for each seller, then keep at least two spare tables for registration, refreshments or activities. Confirm the final number of stallholders one week before the event so the floor plan and linen quantities can be adjusted.
What should I buy for Christmas market payments?: Prepare one cash box and one calculator for every active sales point, plus a separate cash box for event registration if needed. Arrange the starting cash at least two days beforehand and prepare enough small change for the first two hours.
When should I buy supplies for a youth Christmas market?: Arrange tents, stalls, furniture, lighting and sound equipment at least two to four weeks before the market. Buy fresh refreshments one to two days before, and check the complete shopping list, tableware and power equipment no later than the day before.

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.