How to organise a Sinterklaas parade

Start the Sinterklaas parade plan with the date, route and local reporting or permit requirements. Once those are clear, recruit volunteers, open registrations and collect dietary requirements before arranging catering and gifts. The route needs its own safety plan, including barriers, signs, cones and visible stewards. Finish with a timed setup list for tents, tables, lighting, sound, decorations and costumes, then check the forecast before the parade day.

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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 parade date and route
3 people
2
Report the permit and route
2 people
3
Make reservations
2 people
4
Invite volunteers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Distribute the route map
2 people
9
Check traffic plan
3 people
10
Check the weather forecast
11
Create volunteer schedule
2 people
12
Print contact list
13
Do the shopping
3 people
14
Setting up shelf-stable catering
2 people
15
Prepare route signs
2 people
16
Check decorations
2 people
17
Sort gifts
3 people
18
Lay out costumes and props
3 people
19
Inspect the site
3 people
20
Set up traffic barriers
6 people
21
Put up route signs
4 people
22
Set up tables and chairs
5 people
23
Build party tents
6 people
24
Hang decorations
4 people
25
Connect lighting
3 people
26
Set up the sound system
3 people
27
Check power supply
2 people
28
Set up catering tables
3 people
29
Chill drinks
2 people
30
Prepare coffee and tea
2 people
31
Prepare snacks
4 people
32
Set out tableware and cutlery
2 people
33
Set up waste stations
2 people
34
Set up the registration table
2 people
35
Set up the gift handout point
3 people
36
Give volunteer briefing
3 people

Event

37
Assemble parade group
4 people
38
Keep the route safely clear
6 people
39
Welcome visitors
6 people
40
Provide music during the procession
2 people
41
Support the procession
8 people
42
Keep the audience behind the barriers
6 people
43
Welcome Sinterklaas
2 people
44
Announce the program
45
Hand out gifts
5 people
46
Serve coffee and tea
3 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Empty waste stations
2 people
50
Guide visitor flow
4 people
51
Guide the photo moment
2 people
52
See off the last visitors
4 people

Aftercare

53
Catering breakdown
4 people
54
Collect tableware
3 people
55
Collect waste
4 people
56
Remove decorations
4 people
57
Take down the sound system
3 people
58
Turn off lights
2 people
59
Take down party tents
6 people
60
Clear tables and chairs
5 people
61
Remove traffic barriers
6 people
62
Remove route signs
4 people
63
Clean the grounds
5 people
64
Wash dishes
3 people
65
Check materials
2 people
66
Return materials
3 people
67
Store leftover stock
2 people
68
Return borrowed items
2 people
69
Inform the venue owner

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Folding chairsqty 40
High tablesqty 4
Catering table coversqty 8
Coat racksqty 2

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Traffic equipment

Traffic barriersqty 30
Route signsqty 12
Conesqty 20
Barrier tapeqty 6
Safety vestsqty 15
Reflective vestsqty 10

Decorations

Sinterklaas flagsqty 12
Pieten balloonsqty 100
Balloon pumpqty 2
Red-and-white buntingqty 10
Sinterklaas postersqty 8
Gift wrappingqty 150
Decorative mitresqty 20
Decorative staffqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Glovesqty 12
Thermos bottlesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 10
Earplugsqty 10

Cleaning

Waste binsqty 10
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the route and date before inviting anyone. Allow at least 6 to 8 weeks for reporting the route or arranging permits, reservations and traffic measures.
Build the volunteer schedule around fixed jobs: route stewards, traffic control, registration, catering, gifts and cleanup. Send the final schedule and route map at least 7 days before the parade.
Do not leave traffic equipment until the morning itself. Count barriers, cones, route signs and safety or reflective vests against the route, and place signs before participants arrive.
Sort gifts and costumes several days in advance, not during setup. Group gifts by recipient or stop and keep gift wrapping, props and decorative mitres together so nothing is missing at handover.
Prepare the practical setup in a fixed order: inspect the site, build party tents, place tables and chairs, connect lighting and sound, then add decorations and catering. Check extension cords, power strips and power banks before opening.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Start 6 to 8 weeks ahead with the date, route and permit or reporting requirements. Recruit volunteers and open registrations once the route is sufficiently confirmed.
How do I organise traffic control for a Sinterklaas parade?: Map every crossing and route entrance, then assign a visible steward to each control point. Prepare barriers, cones, route signs and reflective vests at least 1 day before the parade.
When should I send the route map to volunteers and families?: Send the volunteer version at least 7 days before the event, including arrival times and contact details. Share the public route map once traffic measures and the final route are confirmed.
When should gifts and costumes be prepared for the parade?: Sort and label the gifts and lay out costumes and props 2 to 3 days before the event. On parade day, allow at least 60 minutes before arrival for a final check and handover briefing.

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.