How to organise a Sinterklaas market

Start by fixing the date, opening hours and market location before contacting stallholders or sending invitations. Then build the layout around the number of booths, available power outlets, walking routes and parking. Registrations, dietary requirements and deliveries need a clear deadline, while volunteers should receive their shifts before setup day. Leave the final day for weather checks, shopping, booth collection, signage and the coffee, tea and snack station.

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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 date and opening hours
2 people
2
Confirm market location
3
Work out market layout
2 people
4
Contact stallholders
2 people
5
Process stall registrations
2 people
6
Confirm booth rental
7
Design invitations
8
Send invitations
2 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Share booth layout
13
Map out power outlets
2 people
14
Determine parking and walking routes
2 people
15
Prepare route signs
2 people
16
Make name badges
2 people
17
Create volunteer schedule
2 people
18
Confirm deliveries
19
Check the weather forecast
20
Collect booths and materials
3 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Set up the coffee and tea station
2 people
25
Exchange cash
26
Test the cash register and payment methods
2 people
27
Set up tables and stalls
6 people
28
Set out chairs
3 people
29
Connect power and extension cords
2 people
30
Hang lighting
3 people
31
Hang Sinterklaas decorations
3 people
32
Place stall numbers
2 people
33
Set up signage
2 people
34
Dress the stall tables
4 people
35
Receive booth holders
2 people
36
Guide booth holders to their spots
2 people
37
Build the catering buffet
3 people
38
Set out snacks and pastries
3 people
39
Set out coffee and tea
2 people
40
Set up the entrance and ticket desk
2 people
41
Check toilets
42
Carry out opening check
3 people

Event

43
Welcome visitors
2 people
44
Collect admission fees
2 people
45
Support stallholders
2 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Collect tableware
2 people
50
Empty trash bins
2 people
51
Clean the toilets in between
52
Check stock
53
Secure the cash proceeds
2 people
54
Inform stallholders about closing
55
See off the last visitors
2 people

Aftercare

56
Close the register
2 people
57
Check out exhibitors
2 people
58
Clear away unsold catering
3 people
59
Wash dishes
3 people
60
Take down tables and chairs
5 people
61
Remove decorations and lighting
3 people
62
Sort and remove waste
3 people
63
Clean the venue
4 people
64
Return materials
3 people
65
Empty and clean coolers
2 people
66
Register cash takings
2 people
67
Collect lost and found items
68
Store leftover stock
2 people
69
Carry out the final cleaning round
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 8
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 16
Clothes racksqty 4
Storage cratesqty 12

Decorations

Sinterklaas flagsqty 20
Sinterklaas helper postersqty 12
Paper garlandsqty 20
Balloonsqty 100
Balloon weightsqty 12
Shoe gift boxesqty 6
Plastic mitersqty 10
Plastic staffqty 2
Decorative giftsqty 20
Booth number signsqty 12
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Tableware

Coffee cupsqty 80
Tea glassesqty 40
Water glassesqty 80
Cake platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80
Serving plattersqty 20
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coffee filtersqty 200
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Tongs and serving spoonsqty 12
Food containersqty 12
Aluminum foilqty 3

Equipment

Cash register
Payment terminal
Cash box
Walkie-talkiesqty 6
Megaphone
Flashlightsqty 6
Cable reelsqty 4

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 4
Serving plattersqty 12
Cooling platesqty 8
Cash envelopesqty 12
Price labelsqty 200
Wrapping paperqty 10
Gift ribbonqty 6
Gift bagsqty 100
Packing boxesqty 50
Rolls of tapeqty 12
Scissorsqty 8
Pen setsqty 12
Notepadsqty 8
Menu boardsqty 6
Clipboardsqty 6
Name badgesqty 60
Wristbandsqty 300
Cash Bagsqty 10
Safe
Small change traysqty 4
Price listsqty 20
Vendor Foldersqty 12
Floor plansqty 50

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 8
Waste binsqty 4
Toilet brushesqty 2

Tips

Set a registration deadline at least 10 to 14 days before the market. This gives you time to process stall registrations, share the booth layout and identify dietary requirements.
Draw the booth layout before renting extra tables or party tents. Mark booth numbers, storage areas, entrances and every power outlet so extension cords and cable mats do not become a last-minute problem.
Create the volunteer schedule at least 7 days ahead and assign separate people to setup, welcome, refreshments and closing. Make name badges before the event rather than during the busiest setup hour.
Prepare route signs and parking information before invitations go out. Visitors should be able to find the entrance and walking route without stopping a volunteer for directions.
Check the weather forecast 24 to 48 hours before opening. Confirm deliveries, collect booths and materials, chill drinks and set up the coffee and tea station only after the layout is fixed.

Frequently asked questions

When should I start organising a Sinterklaas market?: Start at least 6 to 8 weeks before the market. Confirm the date and location first, then contact stallholders and open registrations before preparing the final layout.
How far in advance should stallholders register?: Set the registration deadline 10 to 14 days before opening. You need that time to process registrations, confirm booth rentals, collect dietary requirements and share booth information.
When should I make the volunteer schedule?: Finish the schedule at least 7 days before the market. Give each volunteer a specific shift and role, including setup, visitor directions, refreshments and closing.
When should I check the weather for an outdoor Sinterklaas market?: Check it 48 hours before the market and again on the morning itself. Use the first check to confirm tents, deliveries and materials, and the second to adjust setup safely.

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