How to organise a Sinterklaas parade

A Sinterklaas parade needs more than a character booking and a decorated route. Start by fixing the date and route, then secure permits, traffic arrangements, emergency coordination and an arrival location before inviting families. After that, organise performers, sound, first aid, volunteers and registrations in a clear sequence. The final week is for packing children’s gifts, printing instructions, checking the forecast and preparing an alternative plan for bad weather.

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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
Record date and route
3 people
2
Apply for a permit
2 people
3
Submit traffic plan
2 people
4
Coordinate the route with emergency services
3 people
5
Reserve arrival location
6
Reserve music and sound equipment
7
Book Sinterklaas and Pieten
8
Arrange first aid staffing
2 people
9
Schedule traffic controllers
2 people
10
Recruit volunteers
2 people
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Publish the program
2 people
15
Design route signs
16
Create volunteer briefing
2 people
17
Assemble gift packs for children
4 people
18
Compile the music program
2 people
19
Print the run sheet
2 people
20
Do a final check of registrations
2 people
21
Order diet-friendly snacks
22
Check the weather forecast
23
Prepare the backup weather plan
3 people
24
Do the shopping
3 people
25
Sort packages
3 people
26
Inspect route
3 people
27
Test sound equipment
2 people
28
Charge batteries and walkie-talkies
2 people
29
Cordon off the area
6 people
30
Put up route signs
4 people
31
Set up traffic barriers
6 people
32
Set up tables and chairs
4 people
33
Build party tents
6 people
34
Hang decorations
4 people
35
Connect the sound system
2 people
36
Set up the gift table
3 people
37
Set out snacks and drinks
4 people
38
Chill drinks
2 people
39
Set up first aid table
2 people
40
Register volunteers
2 people
41
Brief volunteers
3 people
42
Welcome Sinterklaas
3 people
43
Receive the Pieten
3 people

Event

44
Welcome the audience
6 people
45
Support the procession
10 people
46
Keep the route clear
8 people
47
Provide music
2 people
48
Support the Sinterklaas program
3 people
49
Hand out packages
6 people
50
Serve coffee and tea
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Guide children
6 people
55
Register lost property
56
Provide first aid
2 people
57
Guide the audience to the exit
4 people

Aftercare

58
Take down decorations
4 people
59
Dismantle tables and chairs
4 people
60
Take down party tents
6 people
61
Turn off the sound system
2 people
62
Remove traffic barriers
6 people
63
Clean up waste
5 people
64
Clean the grounds
4 people
65
Wash dishes
3 people
66
Check materials
2 people
67
Return borrowed materials
2 people
68
Handle lost property
69
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Dressing tablesqty 2
Drink tablesqty 4
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 6
Hot drink urnsqty 4
Kettlesqty 3
Walkie-talkiesqty 10
Power banksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Sinterklaas bannerqty 2
Coloring pagesqty 100
Sinterklaas booksqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8

Safety

Traffic barriersqty 30
Route signsqty 16
Conesqty 30
Barrier tapeqty 6
First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 3

Cleaning

Hand broomsqty 4
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Waste binsqty 10

Catering

Groceries

Tips

Begin with the route and permissions at least 8–12 weeks before the parade. Submit the permit and traffic plan early, then confirm the route with emergency services before publishing it.
Book Sinterklaas, Pieten, sound equipment and the arrival location before sending invitations. Families need a confirmed date, route, start time and meeting point to register accurately.
Give volunteers a written briefing 3–5 days beforehand. Include their positions, contact method, traffic-control duties, emergency procedure and the exact time they must arrive.
Close registrations several days before the event and check the final count twice. Use it to prepare gift packs, sort packages, order diet-friendly snacks and print the run sheet.
Check the weather forecast 48 hours before the parade and again on the morning itself. Decide in advance what moves under party tents, what needs covering and when the backup plan will be activated.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Allow at least 8–12 weeks for a public parade. That gives you time to apply for a permit, submit the traffic plan, coordinate with emergency services and book Sinterklaas, sound equipment and first aid staff.
Do I need a permit for a Sinterklaas parade?: Usually, a parade using public roads or affecting traffic requires permission from the local authority. Apply as soon as the route and date are fixed, preferably 8–12 weeks ahead, because the traffic plan and emergency coordination may take additional time.
When should I ask children to register for the parade?: Open registration only after the route, arrival location and programme are confirmed. Close it 3–7 days before the event so you can check numbers, collect dietary requirements and prepare the correct number of gift packs and snacks.
What should I do if it rains during a Sinterklaas parade?: Make the weather decision 24–48 hours before the event and confirm it again on the morning. Define which activities move under party tents or to the arrival location, how equipment is protected and when families are informed.

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.