How to organise a Sinterklaas celebration

Start your Sinterklaas celebration by fixing the date, venue and guest limit before sending invitations. Then collect registrations, dietary requirements and gift wishes while you arrange Sinterklaas and the Pieten. Build the programme around the available time, leaving space for arrivals, food, games and gift-giving. The details people often leave too late are labelled gifts, printed activity cards, music, name badges and enough tables for both food and presents.

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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 people
2
Draft invitations
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Collect gift wishes
8
Reserve Sinterklaas
9
Book Pieten
10
Create a music playlist
11
Develop the program
2 people
12
Select games
2 people
13
Develop the treasure hunt
2 people
14
Prepare quiz questions
15
Buy gifts
3 people
16
Check the gifts
2 people
17
Wrap gifts
4 people
18
Label gifts
2 people
19
Make the parcel list
20
Design decoration
2 people
21
Make decorations
4 people
22
Make name badges
2 people
23
Print scavenger hunt cards
24
Print quiz cards
25
Do the shopping
3 people
26
Set out non-perishable groceries
2 people
27
Chill drinks
2 people
28
Label diet meals
2 people
29
Open venue
2 people
30
Check the venue
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the stage area
3 people
34
Hang decorations
4 people
35
Set up the gift table
3 people
36
Lay out game materials
2 people
37
Connect the music
2 people
38
Perform sound check
2 people
39
Set up the buffet
4 people
40
Prepare snacks
4 people
41
Prepare coffee and tea
2 people
42
Check toilets
43
Decorate the entrance
2 people
44
Set up the reception table
2 people
45
Brief reception team
2 people

Event

46
Welcome guests
3 people
47
Take coats
2 people
48
Serve welcome drinks
3 people
49
Guide children
4 people
50
Welcome Sinterklaas
2 people
51
Support the Sinterklaas program
3 people
52
Guide the Pieten
3 people
53
Facilitating games
5 people
54
Guide the scavenger hunt
5 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Collect tableware
2 people
58
Restock the buffet
3 people
59
Serve the hot meal
4 people
60
Serve diet meals
2 people
61
Host the quiz
2 people
62
Hand out gifts
5 people
63
Guide the photo moment
2 people
64
Farewell to Sinterklaas
2 people
65
See off guests
3 people
66
Return coats
2 people

Aftercare

67
Store leftovers in the fridge
2 people
68
Collect waste
3 people
69
Wash dishes
4 people
70
Clean tables
3 people
71
Clean the kitchen
3 people
72
Remove decorations
3 people
73
Put furniture back
4 people
74
Vacuum the Venue
2 people
75
Clean the restrooms
2 people
76
Inventory materials
2 people
77
Return borrowed materials
2 people
78
Clear away leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 4
Buffet tablesqty 3
Gift table
Children's benchesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 6
Thermos flasksqty 4

Decorations

Sinterklaas flagsqty 4
Pieten balloonsqty 40
Red balloonsqty 40
Gold garlandsqty 8
Red tableclothsqty 8
Sinterklaas postersqty 6
Craft paperqty 2
Glue sticksqty 12
Scissor setsqty 6
Name badgesqty 70
Gift tagsqty 70
Wrapping paper rollsqty 8
Gift ribbonqty 6
Photo backdrop

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bowlsqty 10
Measuring cupsqty 2
Serving spoonsqty 6
Aluminum foilqty 2
Food storage containersqty 12
Hot traysqty 4
Can openersqty 2

Sports equipment

Burlap sacksqty 8
Bean bagsqty 12
Hoopsqty 6
Plastic cups for the gameqty 30
Scavenger hunt arrowsqty 20
Quiz buzzersqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom
Hand brush and dustpanqty 2
Cleaning glovesqty 6

Lighting

LED light stringsqty 4
Battery lanternsqty 4

Catering

Groceries

Tips

Set the date and location first, then send invitations early enough to collect registrations and dietary requirements before buying food or finalising the programme.
Keep a separate gift workflow: collect wishes, buy the presents, check every item, wrap and label them, and make a parcel list. Finish this several days before the celebration, not on the morning itself.
Book Sinterklaas and the Pieten before publishing the final programme. Allow time for their arrival, changing or briefing, and keep the gift table out of the main queue.
Plan the programme in timed blocks, including a welcome, games, a treasure hunt or quiz, refreshments and gift-giving. Print scavenger hunt cards and quiz cards in advance and prepare spare copies.
Set up separate areas for coats, food, children’s seating and gifts. Check that you have enough reusable plates, bowls, cups, cutlery and serving equipment for the full guest list, plus a few extras.

Frequently asked questions

How far in advance should I plan a Sinterklaas celebration?: Start planning at least 4 to 6 weeks ahead. Fix the date and venue first, then send invitations, book Sinterklaas and the Pieten, and collect registrations before you buy gifts or food.
When should I send Sinterklaas invitations?: Send them around 3 to 4 weeks before the celebration. Set a reply deadline about 10 to 14 days before the event so you can confirm numbers, dietary requirements and gift wishes.
When should Sinterklaas gifts be wrapped and labelled?: Aim to have all gifts checked, wrapped and labelled at least 3 days beforehand. Keep a parcel list with the names and matching gifts so the presentation does not stall.
How long should a Sinterklaas celebration last?: Allow about 2 to 3 hours for a family event, depending on the number of children and gifts. Reserve the final 30 to 45 minutes for the gift presentation, photos and a calm finish.

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.