How to organise a Sinterklaas parade

A Sinterklaas parade needs more than a route and a visitor in costume. Start with the arrival point, route and permissions, then arrange traffic control, performers, volunteers and transport in that order. Publish the route and timings only after they are confirmed. In the final week, focus on briefings, costumes, gifts, sound, signage and a weather backup so the parade can move safely and on 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 route and arrival location
3 people
2
Check permit and notification
2 people
3
Create route traffic plan
3 people
4
Register traffic controllers
2 people
5
Invite Sinterklaas and Pieten
2 people
6
Reserve musicians and accompanists
2 people
7
Send invitations
3 people
8
Process registrations
2 people
9
Collect dietary requirements
2 people
10
Reserve catering and groceries
2 people
11
Reserve equipment and transport
2 people
12
Recruit volunteers
3 people
13
Create volunteer schedule
2 people
14
Prepare briefing for traffic controllers
2 people
15
Prepare a volunteer briefing
2 people
16
Publish route and times
2 people
17
Check the weather forecast
18
Prepare a backup weather plan
3 people
19
Do the shopping
3 people
20
Check clothing and accessories
3 people
21
Prepare Piet packages
2 people
22
Prepare the playlist and announcements
2 people
23
Print emergency numbers and route maps
2 people
24
Sort wristbands and badges
2 people
25
Sort gifts and treats
4 people
26
Set up tables and chairs
5 people
27
Build party tents
5 people
28
Cordon off the arrival area
4 people
29
Mark audience sections
4 people
30
Place directional arrows and information signs
3 people
31
Set up traffic barriers
5 people
32
Brief traffic controllers
3 people
33
Test sound and microphones
3 people
34
Check power supply
2 people
35
Hang decorations
4 people
36
Set up the gift table
3 people
37
Chill drinks
2 people
38
Set up the coffee and tea station
3 people
39
Set out snacks and sweets
3 people
40
Set up the artists' dressing room
2 people

Event

41
Welcome Sinterklaas and pieten
3 people
42
Lead the parade
12 people
43
Staff traffic points
8 people
44
Guide the audience to sections
4 people
45
Provide music during the parade
3 people
46
Deliver announcements
2 people
47
Hand out treats
6 people
48
Handing out gifts
5 people
49
Guide children with Sinterklaas
4 people
50
Serve coffee and tea
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Serve diet-friendly snacks
2 people
54
Register found children
2 people
55
Collect lost and found items
56
Empty trash bins
2 people
57
See the artists off
2 people

Aftercare

58
Load gifts and costumes
4 people
59
Switch off sound and power
2 people
60
Remove decorations
4 people
61
Take down tables and chairs
5 people
62
Take down party tents
5 people
63
Remove traffic barriers
5 people
64
Collect and sort waste
4 people
65
Clean the venue
4 people
66
Check route for litter
4 people
67
Wash dishes
3 people
68
Clean coolers and equipment
2 people
69
Sort and count materials
3 people
70
Return borrowed materials
2 people
71
Dispose of waste
2 people
72
Return lost property
2 people
73
Store unused groceries
2 people
74
Collect photo and video material
2 people
75
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Dressing tablesqty 2
Clothes racksqty 2
Coat racksqty 2
Coolersqty 4
Wooden cratesqty 6

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Rechargeable walkie-talkiesqty 10
Power banksqty 4
Megaphonesqty 2
Flashlightsqty 6
Flashlightsqty 4
Phone chargersqty 6

Traffic equipment

Traffic barriersqty 24
Traffic conesqty 30
Crowd barriersqty 12
Traffic marshal vestsqty 10
Barrier tapeqty 6
Route arrowsqty 20
Information boardsqty 8
No parking signsqty 10

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Balloon ribbonqty 4
Buntingqty 12
Red, white and gold tableclothsqty 10
Sinterklaas postersqty 12
Artificial chimneysqty 2
Light netsqty 4
Adhesive hooksqty 40
Cable tiesqty 200
Duct tapeqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 150
Paper platesqty 200
Cutlery setsqty 200
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 20
Food containersqty 12
Aluminum foilqty 3
Cling filmqty 3
Paper towel holdersqty 3

Sinterklaas materials

Sinterklaas mitresqty 2
Pieten hatsqty 12
Pieten collarsqty 12
Pieten glovesqty 12
Piet wigsqty 12
Piet costumesqty 12
Sinterklaas cloak
Sinterklaas beard
Sinterklaas staff
Golden staff
Gift bagsqty 20
Gift boxesqty 120
Sinterklaas book

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Children's wristbandsqty 200
Safety vestsqty 20
Emergency blanketsqty 4
Hand warmersqty 40

Office

Clipboardsqty 10
Pensqty 30
Printer paperqty 2
Tapeqty 6
Writing foldersqty 10
Route mapsqty 30
Volunteer badgesqty 40
Name stickersqty 100

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 4
Dustpan and brushqty 4
Bucketsqty 6
Mopsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizerqty 6
Toilet paper holdersqty 2

Catering

Groceries

Tips

Set the route and arrival location first, then check permits, notifications and traffic requirements before inviting families. Leave at least 6–8 weeks for approvals if road closures or traffic controllers are involved.
Assign separate leads for traffic, performers, volunteers and the arrival area. Prepare a written briefing and route map for each group, and schedule the volunteer briefing at least 3 days before the parade.
Publish the route, arrival time and programme once confirmed, ideally 7–10 days ahead. Keep the public message consistent so families do not arrive at an outdated meeting point.
Prepare the arrival area as a working zone, not just a decorated stage: allow space for dressing tables, clothes racks, tables, chairs, sound equipment and gifts. Test the battery speaker and wireless microphones before guests arrive.
Check the forecast 48 hours before the parade and activate the backup weather plan if needed. Pack rain protection, power banks, flashlights and printed emergency numbers and route maps so the team is not dependent on mobile coverage.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Start 8–12 weeks ahead. Set the route and arrival point first, then allow time for permits, traffic planning, performers, catering, volunteers and public registration.
When should I publish the Sinterklaas parade route?: Publish it 7–10 days before the event, after the route, arrival location and traffic arrangements are final. Include the start time, expected duration and any changes to access or parking.
How many volunteers do I need for a Sinterklaas parade?: For a small parade, plan at least 1 coordinator, 2 people at the arrival area, 2–4 route marshals and 1 person for performers and supplies. Add more marshals for every busy crossing or crowd-control point.
When should I prepare the gifts and Piet packages?: Sort gifts, treats and Piet packages 2–3 days before the parade. Keep a final count, label anything with dietary requirements, and store the packages where performers can collect them without delaying the programme.

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.