How to organise a Sinterklaas market

A Sinterklaas market needs more than decorated stalls and a visit from Sinterklaas. Start with the market space, permit and vendor plan, then work through registrations, staffing, safety and visitor information. Book Sinterklaas and the Pieten early, because availability is often limited in the weeks before 5 December. In the final days, focus on stall setup, food and drinks, gift packages, kruidnoten, power, signage and a clean handover of the venue.

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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
Reserve market space
2
Check the permit
3
Invite booths and vendors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Set up stalls
2 people
7
Book Sinterklaas and Pieten
8
Assign volunteers
2 people
9
Collect dietary requirements
10
Book catering
11
Check power outlets
2 people
12
Develop route and safety plan
2 people
13
Create a visitor map
14
Design signage
15
Confirm market stalls
16
Send volunteer instructions
17
Withdraw petty cash
18
Do the shopping
3 people
19
Sort decorations
2 people
20
Package kruidnoten
3 people
21
Prepare gift packages
3 people
22
Prepare snacks
4 people
23
Chill drinks
2 people
24
Leave venue clean
3 people
25
Set up tents and stalls
8 people
26
Set up tables and chairs
5 people
27
Connect power and lighting
3 people
28
Hang decorations
4 people
29
Set up stalls
8 people
30
Set up children’s activities
3 people
31
Set up the catering buffet
4 people
32
Set up cash registers and change
2 people

Event

33
Welcome volunteers
2 people
34
Welcome visitors
3 people
35
Staff the booths
12 people
36
Welcome Sinterklaas
3 people
37
Support the Sinterklaas program
4 people
38
Supervise children's activities
4 people
39
Serve snacks
3 people
40
Serve hot drinks
2 people
41
Refill drinks
2 people
42
Collect waste
2 people
43
Close out the registers
2 people
44
See visitors out
3 people

Aftercare

45
Take down the stalls
8 people
46
Clear tables and chairs
5 people
47
Wash dishes
3 people
48
Clean the venue
5 people
49
Sort decorations and materials
3 people
50
Return borrowed materials
2 people
51
Store leftover groceries
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 8
Foldable tablesqty 18
Folding chairsqty 50
Tableclothsqty 18
Crowd control barriersqty 20

Tableware

Reusable cupsqty 250
Reusable platesqty 200
Reusable cutleryqty 200
Serving traysqty 10

Kitchen

Coffee machinesqty 2
Hot water boilersqty 2
Thermos flasksqty 6
Coolersqty 5
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 10

Equipment

Speakersqty 2
Wireless microphone
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cash registersqty 3
Cash boxesqty 3

Decorations

Sinterklaas bannerqty 2
Buntingqty 12
Balloonsqty 100
Artificial pine branchesqty 20
Signage boardsqty 12
Table signsqty 20
Name stickersqty 100

Activities

Craft tablesqty 4
Colored pencilsqty 12
Markersqty 12
Children's apronsqty 20
Children's scissors setsqty 10
Craft matsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4

Cleaning

Waste binsqty 10
Washing-up basinsqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the basic framework first: reserve the market space, check the permit requirements and confirm how many stalls, tents, tables and chairs fit safely. Do this before inviting vendors, so you do not promise more spaces than the site can hold.
Give vendors a firm registration deadline at least 2–3 weeks before the market. Use the final list to confirm stalls, create the visitor map and identify power needs, dietary requirements and any special setup requests.
Book Sinterklaas and the Pieten as soon as the date and hours are fixed, preferably several weeks ahead. Build their arrival, performance area and route into the safety plan instead of trying to fit them in after the stalls are arranged.
Assign volunteers to specific shifts and jobs, not just to a general pool. Send instructions at least 3 days beforehand and include who handles registration, crowd control, cash boxes, food service, directions and the clean-up.
Finish the practical shopping and preparation no later than the day before. Chill drinks, package the kruidnoten, prepare gift packages and snacks, test the microphone and speakers, and place cable mats over every extension cord crossing a walking route.

Frequently asked questions

How early should I start organising a Sinterklaas market?: Start at least 8–12 weeks before the market. Secure the space, permit check, vendors and Sinterklaas booking first; leave the final 7 days for shopping, packing, setup instructions and weather-related checks.
How many volunteers do I need for a Sinterklaas market?: Plan at least 1 volunteer per active area or task, plus 2 people who can cover breaks and unexpected problems. For example, a market with registration, catering, entertainment, cash handling and setup needs around 7–10 people across shifts.
When should vendors register for a Sinterklaas market?: Set the registration deadline 2–3 weeks before the event. Confirm the final stall layout, table requirements, power connections and dietary information within 3 days after registration closes.
What should I prepare the day before a Sinterklaas market?: Prepare gift packages, package kruidnoten, sort decorations, chill drinks and pack serving equipment the day before. Also test the microphone, speakers and power strips, and keep at least 60 minutes before opening for final signage and stall checks.

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.