How to organise a Sinterklaas celebration

Start with the date, venue and expected number of children and adults. Then build the programme around Sinterklaas and the Pieten, allowing time for arrivals, gifts, crafts and food. Gifts, dietary requirements and volunteer cover need early attention because they are difficult to fix in the final week. On the day, set up the room, sound, gift table and catering area before guests arrive, then keep one person responsible for timing.

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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 location
2
Confirm venue booking
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Work out the program and times
2 people
7
Book Sinterklaas and Pieten
8
Compile the gift list
2 people
9
Collect gifts
2 people
10
Label gifts
2 people
11
Share route and parking information
12
Schedule volunteer shifts
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Store gifts safely
2 people
17
Check venue and toilets
2 people
18
Set up tables and chairs
4 people
19
Set up the catering table
2 people
20
Hang decorations
3 people
21
Prepare the stage area
2 people
22
Connect sound equipment
2 people
23
Test microphones and music
2 people
24
Set out craft supplies
2 people
25
Prepare soup and bread
3 people
26
Set up gift table
2 people

Event

27
Staff the reception desk
2 people
28
Welcome guests
3 people
29
Serve coffee and tea
2 people
30
Supervise crafts
3 people
31
Support the Sinterklaas program
3 people
32
Take photos
33
Refill drinks
2 people
34
Refill snacks
2 people
35
Serve dinner
4 people
36
Collect tableware
2 people
37
Hand out gifts
3 people
38
See guests off
2 people

Aftercare

39
Take down gifts and decorations
3 people
40
Collect and sort waste
3 people
41
Wash dishes
3 people
42
Clean the venue
4 people
43
Pack away the sound equipment
2 people
44
Put furniture back
4 people
45
Collect forgotten items
2 people
46
Return borrowed materials
2 people
47
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 3
Gift table

Tableware

Reusable platesqty 80
Reusable drinking glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Soup bowlsqty 70
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Serving traysqty 4

Equipment

Bluetooth speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Sinterklaas bannersqty 4
Pieten paper garlandsqty 8
Balloonsqty 100
Tableclothsqty 8
Shoe gift bagsqty 70
Name badgesqty 80
String lightsqty 4

Activities

Coloring pagesqty 80
Colored pencil setsqty 15
Children's apronsqty 15
Children's scissors setsqty 15
Glue sticksqty 20
Markersqty 15
Craft table runnersqty 8

Cleaning

Broomqty 2
Mopsqty 2
Bucketsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Book Sinterklaas and the Pieten after the date and venue are confirmed, ideally at least 6 weeks ahead. Share the programme, expected guest count and arrival details with them in writing.
Close registrations 7 to 10 days before the celebration and use the final list to collect dietary requirements, prepare name badges and check the number of chairs, drinks and soup bowls.
Compile the gift list before buying anything, then label every gift as soon as it arrives. Store the gifts in a secure, separate area so they do not get mixed up or seen too early.
Give volunteers fixed shifts rather than asking for general help. Cover arrivals, the gift table, food service, crafts and clean-up, with at least one spare person for breaks and delays.
Finish the room setup and sound check at least 60 minutes before opening. Test both wireless microphones, music and extension cords, and place coloring pages and craft supplies where children can reach them safely.

Frequently asked questions

How far in advance should I plan a Sinterklaas celebration?: Start 6 to 8 weeks before the event. Confirm the venue and book Sinterklaas and the Pieten first, then send invitations and set a registration deadline around 7 to 10 days before the celebration.
How many gifts do I need for a Sinterklaas celebration?: Prepare one labelled gift for every registered child, plus 2 to 5 spare gifts for late changes or damaged packages. Keep a written gift list and check each label before the gifts go onto the gift table.
How long should a Sinterklaas celebration last?: Allow about 2 to 3 hours for a family celebration. A practical schedule includes 15 to 20 minutes for arrival, 45 to 60 minutes for the main programme, time for gifts and 30 to 45 minutes for soup, bread and crafts.
When should I set up the venue for Sinterklaas?: Complete the main setup 60 to 90 minutes before guests arrive. Put out tables and chairs, prepare the catering and gift tables, test microphones and music, and check the toilets before the doors open.

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