How to organise a Sinterklaas concert

A Sinterklaas concert combines a live music programme with children’s entertainment, guest performers and practical hospitality. Start by fixing the date, venue and programme before arranging musicians, Sinterklaas and the Pieten. Ticketing, dietary information and volunteer duties need to be organised early, while the stage, sound system and music materials require a separate technical check. Use the final week for printing, shopping and confirming every arrival time.

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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
Set the date and program
2 people
2
Reserve the venue and hall
3
Check permits
4
Confirm the musicians and conductor
2 people
5
Select repertoire
3 people
6
Collect sheet music
2 people
7
Coordinate performances with guest artists
2 people
8
Invite Sinterklaas and Pieten
9
Reserve photographer
10
Design invitations
2 people
11
Send invitations
2 people
12
Open ticket sales
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Publish parking information
17
Print program
2 people
18
Prepare name badges
2 people
19
Copy music scores
3 people
20
Work out the stage layout
2 people
21
Test technical equipment
2 people
22
Order catering
2 people
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Collect instruments
3 people
26
Sort decorations
2 people

Event

27
Open hall
2 people
28
Clear the loading and unloading area
2 people
29
Set up the stage and orchestra
5 people
30
Set up chairs for the audience
4 people
31
Set up tables for reception
2 people
32
Set up the musical instruments
5 people
33
Set up microphones
2 people
34
Connect the sound system
2 people
35
Check lighting
2 people
36
Hang up decorations
4 people
37
Set up the Christmas tree and Saint Nicholas decorations
3 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Set up the coffee and tea station
2 people
41
Prepare snacks
3 people
42
Set up the changing area
2 people
43
Welcome musicians
2 people
44
Tune instruments
4 people
45
Run the sound check
3 people
46
Check the program and venue
2 people
47
Staff the entrance
3 people
48
Welcome visitors
3 people
49
Hand out programs
2 people
50
Staff the cloakroom
2 people
51
Give the opening speech
52
Perform part one of the concert
20 people
53
Serve break drinks
5 people
54
Refill drinks
2 people
55
Serve break snacks
4 people
56
Welcome Sinterklaas
3 people
57
Support the Sinterklaas program
3 people
58
Perform concert part two
20 people
59
Handle the closing
2 people
60
See the audience out
3 people
61
Set up evening catering
3 people
62
Serve the musicians' meal
4 people
63
Refill drinks
2 people
64
Support small music performances
3 people
65
Close bar and catering
3 people
66
Store instruments safely
5 people

Aftercare

67
Remove decorations
4 people
68
Clear away chairs and tables
4 people
69
Switch off equipment
2 people
70
Collect waste
3 people
71
Wash dishes
3 people
72
Clean the room
4 people
73
Check toilets
74
Collect lost and found items
75
Lock up the venue
2 people
76
Return borrowed materials
2 people
77
Return the instruments
3 people
78
Clean up leftovers
2 people
79
Archive photos and files
80
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
High tablesqty 4
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 150
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Wine glassesqty 80
Platesqty 140
Dessert platesqty 140
Knivesqty 140
Forksqty 140
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 8

Equipment

Stage sectionsqty 12
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
Extension cordsqty 8
Power stripsqty 8
Music standsqty 24
Conductor's lectern
Musician chairsqty 24
Cable matsqty 8
Cable tiesqty 40
Spare batteriesqty 20

Lighting

LED stage lightsqty 4
String lightsqty 6
Atmosphere lightsqty 8

Decorations

Sinterklaas flagsqty 6
Sinterklaas helper postersqty 8
Red-and-white buntingqty 12
Golden starsqty 20
Artificial snow blanketsqty 4
Artificial Christmas tree
Christmas baublesqty 30
Shoe giftsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 3
Serving spoonsqty 8
traysqty 8
Food warmersqty 4
Tableclothsqty 14
Serving traysqty 12

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 20
Coffee creamer pitcherqty 6
Sugar bowlsqty 6
Bottle openersqty 4
Ice packsqty 20
Serving jugsqty 8
Cookie tinsqty 8
Bread basketsqty 8
Name cards for dietary requirementsqty 20

Cleaning

Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3

Tips

Set the date, programme and venue first. Check permits before opening ticket sales, then confirm the musicians, conductor, guest artists, Sinterklaas and Pieten so the programme is based on firm commitments.
Open registration only after the seating capacity and programme are clear. Collect dietary requirements at the same time as ticket details, rather than trying to reconstruct them a few days before catering is due.
Make the stage plan at least one week before the concert. Include stage sections, musician chairs, music stands, the conductor’s lectern, microphones, speakers and safe cable routes, then test the full setup before guests arrive.
Assign volunteers with named duties and arrival times. Cover reception, name badges, coats, parking questions, catering and artist support; publish parking information with the invitation or ticket confirmation.
Use the last two days for the physical checks people often postpone: copy the music scores, print the programme, collect instruments, check the shopping list and confirm spare batteries, extension cords and cable mats. Keep a short contact list for musicians, venue staff and performers at the entrance.

Frequently asked questions

How far in advance should I plan a Sinterklaas concert?: Start at least 10 to 12 weeks before the concert. Fix the date and venue first, then confirm musicians, guest performers, Sinterklaas and the Pieten before sending invitations or opening ticket sales.
When should ticket sales open for a Sinterklaas concert?: Open ticket sales after the venue capacity, programme and basic seating plan are confirmed, usually 6 to 8 weeks before the event. Ask for dietary requirements during registration so catering numbers can be finalised on time.
When should I test the sound equipment?: Test microphones, stands, speakers, the mixing console and power connections during a technical rehearsal at least 3 to 5 days before the concert. Repeat a short sound check on the day, with the actual musicians and programme order if possible.
How many volunteers are needed for a Sinterklaas concert?: Plan at least 1 volunteer for every 25 to 30 guests, plus separate cover for reception, coats, catering and performer support. Confirm the rota and arrival times no later than one week before the concert.

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