How to organise a Sinterklaas celebration

Start by fixing the date, venue and programme before arranging gifts or invitations. Then work from the guest list: collect registrations, dietary requirements and each child’s gift details early enough to order, match and wrap everything. About two weeks before the celebration, confirm volunteers, activities, music and equipment. In the final days, send practical travel information, test the microphones and speakers, check food supplies and bring the labelled gifts to the venue.

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

1
Set the date and program
2 people
2
Reserve venue
3
Book Sinterklaas and Pieten
4
Set the gift budget
2 people
5
Compile the gift list
3 people
6
Order gifts
2 people
7
Design invitations
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Match gifts to children
3 people
12
Send program to attendees
13
Recruit volunteers
2 people
14
Coordinate tasks with volunteers
2 people
15
Select music and songs
2 people
16
Prepare game activities
3 people
17
Print the run sheet
18
Check the gifts
3 people
19
Make name tags for gifts
2 people
20
Wrap gifts
4 people
21
Send route and parking tips
22
Test the equipment
2 people
23
Check stock of groceries
2 people
24
Do the shopping
3 people
25
Bring gifts to the venue
3 people
26
Keep chilled products cool
2 people
27
Prepare snacks
4 people
28
Set out drinks
2 people
29
Open venue
2 people
30
Ventilate the hall
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the reception table
2 people
34
Set up the gift table
3 people
35
Hang decorations
3 people
36
Connect sound
2 people
37
Set up play area
3 people
38
Set up the catering buffet
4 people
39
Lay out crockery and cutlery
2 people
40
Prepare the attendance list

Event

41
Welcome Sinterklaas
2 people
42
Welcome guests
3 people
43
Register attendance
2 people
44
Serve welcome drinks
3 people
45
Support the opening song
2 people
46
Welcome Sinterklaas
2 people
47
Explain the story and program
48
Lead Sinterklaas activities
5 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Keep the break area tidy
2 people
52
Lead the Piet quiz
3 people
53
Set up the gift order
3 people
54
Hand out gifts
5 people
55
Take photos at the gift table
2 people
56
Restock the buffet
3 people
57
Serve dinner
4 people
58
Clear away dishes
3 people
59
Coordinate music and dancing
2 people
60
Lead the farewell song
2 people
61
See Sinterklaas off
3 people
62
See guests out
3 people
63
Collect lost and found items
2 people

Aftercare

64
Store leftovers in the fridge
2 people
65
Sort waste
3 people
66
Wash dishes
4 people
67
Clear tables and chairs
4 people
68
Remove decorations
3 people
69
Switch off equipment
2 people
70
Clean the room
4 people
71
Clean the kitchen
3 people
72
Lock up the venue
2 people
73
Return borrowed materials
2 people
74
Store remaining supplies
2 people
75
Securely destroy gift details
76
Return lost property
2 people
77
Send thank-you message

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 90
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 100
Bowlsqty 90
Glassesqty 120
Coffee cupsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 4
Induction hobsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Sinterklaas flagsqty 4
Paper garlandsqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothqty 10
Wrapping paper rollsqty 8
Glue rollersqty 4
Gift tagsqty 100
Markersqty 12
Sinterklaas mitresqty 20
Pieten hatsqty 30

Game materials

Bingo cardsqty 100
Bingo cage
Bingo cardsqty 500
Coloring pagesqty 100
Colored pencilsqty 100
Shoe giftsqty 100
Musical instrumentsqty 20
Gift bagsqty 100

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the gift budget before compiling the gift list. Leave at least three weeks between ordering the gifts and the celebration so missing items can be replaced and every present can be matched to the right child.
Close registrations at least 10 days before the event. Use the final numbers to plan chairs, plates, cups, food portions and name tags, and record dietary requirements at the same time.
Assign volunteers to specific jobs rather than asking for general help. Confirm the rota one week in advance, including who welcomes families, supports activities, serves food and handles the gifts.
Print the run sheet and send the programme, route and parking information no later than three days beforehand. This reduces late questions and gives performers, volunteers and families the same timings.
Test the wireless microphones, speakers, music player, extension cords and power strips at the venue at least one day before the celebration. Pack spare rechargeable batteries and keep the gifts together in labelled boxes for transport.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Start 6 to 8 weeks ahead. Reserve the venue and book Sinterklaas and the Pieten first, then allow at least 3 weeks for invitations, registrations, gift ordering and volunteer planning.
When should I order the Sinterklaas gifts?: Order the gifts at least 3 weeks before the event, once the gift list and budget are approved. Check every delivery immediately and keep 3 to 5 extra days for replacements or missing items.
When should Sinterklaas invitations be sent?: Send the invitations 4 to 6 weeks before the celebration and set the registration deadline 10 days before it. You need the final guest count to arrange food, seating and activities.
What should I prepare the day before a Sinterklaas celebration?: Check the gifts, add name tags, pack the decorations and test all audio equipment the day before. Also confirm the volunteer rota, check groceries and prepare the printed run sheet.

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.