How to organise a Sinterklaas barbecue

Start your Sinterklaas barbecue plan with the guest list, dietary requirements and the weather forecast. Then work backwards from serving time: shop early, prepare vegetables and marinades, cool the food and collect barbecue fuel before guests arrive. Outdoor shelter, lighting and enough seating need more attention than most hosts expect. Keep the serving area, drinks and coffee separate so queues do not build up around the barbecue.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Check the weather forecast
5
Create final guest list
6
Check the shopping list
7
Do the shopping
2 people
8
Pick up barbecue fuel
9
Cool Meat and Vegetables
2 people
10
Prepare marinades
2 people
11
Wash and cut vegetables
2 people
12
Set up desserts and snacks
2 people
13
Check dishes and glassware
14
Set up the music playlist
15
Clear the venue
2 people
16
Build party tents
4 people
17
Set up tables and chairs
3 people
18
Lay festive tables
2 people
19
Hang decorations
2 people
20
Hang lighting
2 people
21
Set up the barbecue
2 people
22
Chill drinks
2 people
23
Set up the buffet and bar
2 people
24
Set out coffee and tea

Event

25
Light the barbecue
2 people
26
Welcome guests
2 people
27
Serve welcome drinks
2 people
28
Serve snacks
2 people
29
Grill barbecue dishes
3 people
30
Restock the buffet
2 people
31
Refill drinks
32
Serve coffee and tea
2 people
33
Serve St. Nicholas treats
2 people
34
Collect waste along the way
35
See off guests
2 people

Aftercare

36
Chill leftovers safely
2 people
37
Let the barbecue cool down
2 people
38
Wash dishes and glassware
3 people
39
Clean Tables and Buffet
2 people
40
Take out the trash
2 people
41
Dismantle furniture
4 people
42
Remove decorations and lighting
2 people
43
Thoroughly clean the venue
3 people
44
Check and store the materials
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 45
Cutlery setsqty 50
Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Aluminum traysqty 10
Kitchen tongsqty 4
Oven mittsqty 2
Coolersqty 4

Equipment

Charcoal barbecuesqty 2
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Lighting

String lightsqty 4
LED lanternsqty 8

Decorations

Sinterklaas flagsqty 4
Sint Nicolas decorationsqty 12
Tableclothsqty 8
Name badgesqty 45
Sinterklaas mitresqty 45

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 6
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Litter pickersqty 2

Catering

Groceries

Tips

Send invitations at least two weeks ahead and set a clear RSVP deadline. Use the final guest list to confirm dietary requirements and calculate food, drinks, seating and tableware.
Check the weather forecast 48 hours before the barbecue. Decide then whether party tents, extra lighting or a different seating layout are needed; assembling tents after guests arrive is too late.
Collect charcoal or other barbecue fuel at least one day ahead. Light the barbecue around 30–45 minutes before serving so there is a reliable cooking heat when guests are ready to eat.
Prepare marinades, wash and cut vegetables, and cool meat and vegetables on the day of the barbecue. Keep raw meat separate from ready-to-eat food, using different boards and serving utensils.
Set up the buffet, bar, coffee and tea before the first guest arrives. Put plates, bowls, cutlery and serving tongs at the start of the buffet, and add Sinterklaas decorations, tablecloths and lighting during the final setup.

Frequently asked questions

How far in advance should I invite guests to a Sinterklaas barbecue?: Send invitations about two weeks before the barbecue and give guests a firm RSVP deadline. Close registrations at least three days before the event so you can finalise dietary requirements and shopping quantities.
When should I prepare the food for a Sinterklaas barbecue?: Prepare marinades and cut vegetables on the day itself, preferably several hours before guests arrive. Keep meat and vegetables chilled until needed, and do the main shopping one or two days beforehand.
How long before dinner should I light the barbecue?: Light a charcoal barbecue 30–45 minutes before serving. This gives the charcoal time to become hot and evenly covered with ash instead of leaving guests waiting while it heats up.
How do I prepare for bad weather at an outdoor Sinterklaas barbecue?: Check the forecast 48 hours before the event and confirm that party tents, tables and seating can fit under cover. Put up the tents before guests arrive and arrange string lights or LED lanterns before it gets dark.

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