How to organise a Sinterklaas celebration

Start by fixing the date, time and venue before inviting Sinterklaas, the Pieten and guests. Then collect registrations, dietary requirements and gift information early enough to prepare the programme and label every present. In the final week, split shopping into non-perishable and fresh items, and check the reservation and equipment. On the day, allow time to clean the room, arrange tables and chairs, set up the gift table and hang decorations before guests arrive.

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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
Confirm date and time
2
Reserve venue
3
Invite Sinterklaas
4
Invite Pieten
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Create the program
2 people
9
Choose poems and songs
2 people
10
Check gift list
2 people
11
Label gifts
3 people
12
Confirm reservation
13
Check the shopping list
2 people
14
Do non-perishable shopping
2 people
15
Buy fresh groceries
2 people
16
Prepare the gift table
2 people
17
Create a music playlist
18
Write name tags
2 people
19
Bring gifts to the venue
2 people
20
Open venue
2 people
21
Clean the room
3 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up the gift table
2 people
25
Hang decorations
3 people
26
Decorate the entrance
2 people
27
Connect sound equipment
2 people
28
Test the music
29
Chill drinks
2 people
30
Set up coffee station
2 people
31
Set up the buffet
3 people
32
Prepare snacks
3 people
33
Lay out crockery and cutlery
2 people
34
Set out name badges

Event

35
Staff the reception desk
2 people
36
Welcome guests
3 people
37
Take coats
2 people
38
Serve welcome drinks
3 people
39
Announce Sinterklaas
40
Welcome Sinterklaas
3 people
41
Support the opening song
2 people
42
Guide the Sinterklaas story
2 people
43
Guide the game round
4 people
44
Refill drinks
2 people
45
Refill snacks
2 people
46
Facilitate poetry readings
2 people
47
Hand out gifts
4 people
48
Take photos
49
Open the dinner buffet
2 people
50
Refill the dinner buffet
3 people
51
Serve coffee and tea
2 people
52
Start the farewell song
2 people
53
See Sinterklaas off
3 people
54
Let guests say goodbye
2 people
55
Return coats
2 people

Aftercare

56
Collect waste
3 people
57
Clear buffet
3 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Disconnect sound equipment
2 people
62
Clean the room
4 people
63
Clean the restrooms
2 people
64
Pack leftover food
2 people
65
Lock up the venue
2 people
66
Return materials
2 people
67
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Coat racksqty 3
Buffet tablesqty 3
Gift table
Waste binsqty 5

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Drinking glassesqty 80
Wine glassesqty 40
Coffee spoonsqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 12
Serving spoonsqty 8
Soup ladlesqty 4
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knifeqty 2
Measuring cupsqty 2
Mixing bowlsqty 5
Serving spoonsqty 8
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Chargersqty 3

Decorations

Sinterklaas flagsqty 4
Pieten balloonsqty 40
Red-and-white buntingqty 8
Burlap sacksqty 4
Plastic mitersqty 3
Name badgesqty 70
Table runnersqty 8
LED candlesqty 12
Gift tagsqty 70

Lighting

LED string lightsqty 4
Standing lampsqty 2

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Toilet brushesqty 2

Game materials

Music quiz cardsqty 70
Bingo cardsqty 70
Bingo markersqty 70
Diceqty 10
Pieten hatsqty 20
Horseshoesqty 6
Ring tossqty 12
Burlap sacks for the gameqty 4
Wooden blocksqty 30

Office

Pensqty 20
Tapeqty 4
Writing paperqty 100
Scissorsqty 4
Markersqty 2
Clipboardsqty 4
Printer paperqty 100
Program leafletsqty 70

Safety

Cable traysqty 8
Non-slip matsqty 6
Flashlightsqty 3

Tips

Set the date, time and venue first, then send invitations with a clear registration deadline. Keep the guest list updated so you know how many chairs, place settings and name tags are needed.
Collect dietary requirements when people register, not during the final shopping trip. Use the responses to check the menu and serving equipment before buying fresh groceries.
Prepare the programme, poems and songs before the final week. A running order prevents the gift presentation from becoming improvised, especially when Sinterklaas and the Pieten have separate entrances or roles.
Check the gift list and label every present before bringing anything to the venue. Put gifts together on the gift table in an order that lets you find names quickly during the celebration.
Do the non-perishable shopping first and buy fresh groceries shortly before the event. Confirm the venue reservation and check coffee machines, kettles, coolers, serving dishes and waste bins before opening the room.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Fix the date, time and venue at least 6 to 8 weeks ahead. Send invitations soon after, and set a registration deadline around 2 weeks before the celebration so you can finalise food, seating and gifts.
When should I invite Sinterklaas and the Pieten?: Contact them as soon as the date and venue are confirmed, preferably 6 weeks before the event. Confirm the reservation again during the final week, including arrival time, programme length and any access details.
When should I buy and label the Sinterklaas gifts?: Check the gift list and buy the presents at least 1 week beforehand. Label every gift before taking them to the venue, ideally no later than the day before the celebration.
How much setup time do I need on the day?: Reserve at least 2 hours before guests arrive for cleaning, tables, chairs, the gift table, decorations and equipment checks. Open the venue early enough to resolve missing furniture or supplies without delaying the programme.

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