How to organise a Sinterklaas celebration

Start by fixing the date and venue, then build the guest list and programme around the children’s ages and the available space. Book Sinterklaas and the Pieten early, collect dietary requirements, and set a firm deadline for registrations. Gifts need more time than expected: buy, sort, wrap and label them before the final setup day. On the day itself, keep the reception, stage corner, gift table and buffet separate so arrivals, performances and food service do not interfere with each other.

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
Confirm date and location
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Create final guest list
6
Develop the program and schedule
2 people
7
Reserve Sinterklaas and the Pieten
8
Select music and songs
9
Prepare game activities
2 people
10
Buy gifts
2 people
11
Sort gifts
2 people
12
Wrap gifts
3 people
13
Attach name labels to gifts
2 people
14
Do the shopping
2 people
15
Prepare snacks
3 people
16
Chill drinks
2 people
17
Prepare materials
2 people
18
Check the venue
2 people
19
Set up tables and chairs
4 people
20
Set up the reception table
2 people
21
Hang decorations
3 people
22
Set up stage corner and chair
2 people
23
Test sound system
2 people
24
Set up the gift table
2 people
25
Set up the buffet and drinks table
3 people
26
Prepare coffee and tea
2 people
27
Brief reception team
3 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
3 people
30
Supervise children's activities
4 people
31
Refill drinks
2 people
32
Serve snacks
3 people
33
Welcome Sinterklaas
2 people
34
Support the Sinterklaas program
3 people
35
Hand out gifts
4 people
36
Serve the buffet and dessert
4 people
37
Coordinate music and dancing
2 people
38
See off guests
3 people

Aftercare

39
Collect waste
3 people
40
Wash dishes and kitchen equipment
3 people
41
Clear tables and chairs
4 people
42
Remove decorations
3 people
43
Clean the venue
4 people
44
Return borrowed materials
2 people
45
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 70
Serving plattersqty 12
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Storage binsqty 8

Equipment

Portable speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Decorations

Sinterklaas flagsqty 4
Sinterklaas decoration
Buntingqty 12
Balloonsqty 100
Tableclothsqty 10
Gift basketsqty 4
Plastic mitersqty 20
Piet hatsqty 20
String lightsqty 4

Game materials

Shoesqty 30
Coloring pagesqty 60
Colored pencilsqty 12
Sinterklaas quiz cards
Diceqty 6
Burlap sacksqty 4
Ring toss set

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the celebration. Use the final guest list to calculate gifts, snacks, drinks, seating and dietary requirements instead of relying on rough estimates.
Reserve Sinterklaas and the Pieten before sending invitations, ideally 4 to 6 weeks ahead. Confirm their arrival time, programme role and where they can change privately.
Finish buying and labelling gifts at least 3 days before the event. Sort them by name in gift baskets so the handover does not stop the programme.
Schedule a separate setup window of 2 to 3 hours. Put tables and chairs in place first, then arrange the reception, buffet, drinks and gift tables before hanging decorations.
Test the portable speaker, microphone, extension cords and power strips before guests arrive. Keep the stage corner clear and place the chair where every child can see Sinterklaas.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Begin 4 to 6 weeks in advance. Fix the date and venue first, reserve Sinterklaas and the Pieten, then send invitations and allow at least 10 days for registrations.
When should I buy and wrap Sinterklaas gifts?: Buy the gifts no later than 1 week before the celebration and finish sorting, wrapping and name-labelling at least 3 days beforehand. Keep the labelled gifts together in baskets or storage bins.
How many drinks do I need for a Sinterklaas celebration?: Plan 2 to 3 drinks per person for the first hour, then 1 drink per person for each additional hour. Add hot drinks separately and keep chilled drinks in coolers until the buffet opens.
How much time do I need to set up the venue?: Allow 2 to 3 hours for the full setup, including tables, chairs, decorations, the stage corner, sound check, gift table and buffet. Test the microphone and speaker before the first guests arrive.

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.