How to organise a Sinterklaas celebration

Start by fixing the date, venue and budget before contacting Sinterklaas and the Pieten. Then build the guest list, collect dietary requirements and create a children’s programme with clear timings. Gifts need more time than most organisers expect: order them, label each one and wrap them per child before the final week. On the day, prepare the gift table, drinks, seating and sound system in that order, so the children’s arrival does not interrupt setup.

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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
Prepare the budget
2 people
3
Design invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create a children's program
2 people
8
Book Sinterklaas and Pieten
9
Book music and microphone
10
Order gifts for children
2 people
11
Check Piet costumes
2 people
12
Make gift tags
2 people
13
Wrap gifts per child
3 people
14
Print the run sheet
15
Print the visitor list
16
Check deliveries
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare the gift table
2 people
21
Sort decorations
2 people
22
Open venue
2 people
23
Ventilate the rooms
2 people
24
Set up tables
4 people
25
Set up chairs
4 people
26
Set up the reception table
2 people
27
Set up the gift table
3 people
28
Hang decorations
4 people
29
Build the Piet obstacle course
3 people
30
Set up sound equipment
2 people
31
Test the music
2 people
32
Test microphone
2 people
33
Set up the buffet
3 people
34
Prepare snacks
4 people
35
Prepare coffee and tea
2 people
36
Lay out gifts
3 people
37
Briefing for reception team
4 people
38
Brief game hosts
5 people
39
Give artist briefing
3 people

Event

40
Open entrance
2 people
41
Welcome guests
3 people
42
Register attendance
2 people
43
Take coats
2 people
44
Play welcome music
45
Serve welcome drinks
3 people
46
Guide Pieten course
4 people
47
Supervise the craft table
3 people
48
Distribute game materials
2 people
49
Supervise the photo corner
2 people
50
Welcome Sinterklaas
3 people
51
Support the Sinterklaas program
4 people
52
Call children forward
2 people
53
Hand out gifts
4 people
54
Refill drinks
2 people
55
Refill snacks
2 people
56
Collect tableware
2 people
57
Close children's activities
3 people
58
Assist the Sinterklaas farewell
3 people
59
See guests out
3 people
60
Collect lost and found items

Aftercare

61
Count gifts and materials
2 people
62
Remove decorations
4 people
63
Clear tables and chairs
4 people
64
Pack audio equipment
2 people
65
Tidy away game materials
3 people
66
Sort waste
3 people
67
Wash dishes
3 people
68
Clean the buffet and kitchen
3 people
69
Clean the restrooms
2 people
70
Clean the floors
3 people
71
Empty coolers
2 people
72
Move materials to storage
3 people
73
Return borrowed items
2 people
74
Take waste to the collection point
2 people
75
Return forgotten items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Coat racksqty 4
Clothes racksqty 3
Buffet tablesqty 3
Gift tableqty 2
Children’s tablesqty 4
Stoolsqty 12

Tableware

Reusable platesqty 100
Reusable cupsqty 120
Coffee cupsqty 60
Tea glassesqty 60
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Sinterklaas flagsqty 6
Paper garlandsqty 12
Balloonsqty 100
Balloon pumpqty 2
Sinterklaas helper postersqty 8
Chimney backdrop
Wrapping paper rollsqty 6
Name stickersqty 100
Tableclothsqty 10
LED light stringsqty 6
Photo frame

Equipment

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

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Kettlesqty 3
Coffee machinesqty 2
Thermometerqty 2
Kitchen glovesqty 4
Aluminum foilqty 2
Food storage containersqty 12
Cutting and serving boardsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the guest deadline at least 10 days before the celebration. Use the final visitor list to plan children’s seating, dietary requirements and the number of gifts.
Book Sinterklaas and the Pieten as soon as the date and location are confirmed, and book music and a microphone at the same time. Test the microphone before guests arrive.
Order children’s gifts at least three weeks ahead. Keep a name list next to the gifts, make one tag per child and check every wrapped parcel against the visitor list.
Prepare the children’s programme with times for the welcome, activities, Sinterklaas’s visit and gift handout. Print the run sheet and visitor list before the final setup day.
Open and ventilate the venue before arranging tables and chairs. Set up the gift table, buffet tables, coat racks and children’s area before decorating, then chill drinks and check deliveries.

Frequently asked questions

How far in advance should I plan a Sinterklaas celebration?: Start six to eight weeks before the celebration. Confirm the date, venue and budget first, then book Sinterklaas and the Pieten, send invitations and order gifts at least three weeks ahead.
When should I send Sinterklaas party invitations?: Send invitations four to five weeks before the event and set an RSVP deadline around 10 days before it. This leaves time to process registrations, collect dietary requirements and finalise the visitor list.
How many gifts do I need for a Sinterklaas celebration?: Prepare one clearly labelled gift for every registered child, plus one or two spare gifts for last-minute changes. Check the wrapped parcels against the visitor list before placing them on the gift table.
What should I do on the day of a Sinterklaas celebration?: Open and ventilate the venue about two hours before guests arrive. Set up seating, the gift table, decorations and sound equipment first; chill drinks and check deliveries while the final programme materials are placed.

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