How to organise a Sinterklaas parade

A Sinterklaas parade needs more than a visiting Sint and a decorated route. Start by fixing the date, route and reception venue, then work through permits, traffic control, performers, sound, toilets and volunteers in that order. Build the programme around the parade arrival and reception, with time for gifts, photos and children’s activities. The details most often missed are power, changing space, dietary information and a workable rain plan.

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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
2 people
2
Reserve a reception venue
3
Check permit and notification
4
Book Sinterklaas and Pieten
2 people
5
Arrange musicians or music
2 people
6
Coordinate the route with the municipality
2 people
7
Reserve traffic controllers
8
Reserve sound and power
9
Reserve toilets
10
Draft invitations
2 people
11
Distribute invitations
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Prepare a briefing for Sint and the Pieten
17
Create the program and schedule
2 people
18
Compile emergency numbers
19
Check the weather forecast
20
Prepare the backup rain program
2 people
21
Make route signs and wayfinding
3 people
22
Buy gifts for Sinterklaas
3 people
23
Sort presents
3 people
24
Print coloring pages and game materials
2 people
25
Check decorations
2 people
26
Test sound equipment
2 people
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Wrap gifts
4 people
30
Prepare catering
4 people
31
Bring materials to the venue
4 people
32
Brief traffic controllers
3 people
33
Set up stalls and tables
5 people
34
Set up chairs and barriers
5 people
35
Build party tents
5 people
36
Connect the sound system
2 people
37
Secure power and cables
2 people
38
Hang decorations
4 people
39
Set up the reception table
2 people
40
Set up the gift table
3 people
41
Set out food and drinks
4 people
42
Prepare coffee and tea
2 people
43
Set out first aid kit
44
Set up a lost-and-found point
2 people

Event

45
Welcome volunteers
3 people
46
Brief volunteers
3 people
47
Welcome the audience
6 people
48
Provide music at the start
2 people
49
Support the procession
8 people
50
Securely close off the route
6 people
51
Welcome Sinterklaas
3 people
52
Guide children to the stage
6 people
53
Present Program
2 people
54
Accompany Sinterklaas songs
3 people
55
Hand out gifts
5 people
56
Hand out coloring sheets
2 people
57
Serve snacks
4 people
58
Refill drinks
3 people
59
Serve coffee and tea
3 people
60
Serve dietary requests separately
2 people
61
Empty trash bins
2 people
62
Check toilets
2 people
63
Help children at the lost-and-found point
2 people
64
Supervise the photo corner
2 people
65
Support the evening program
4 people
66
Announce the final round
67
Ensure the audience leaves safely
6 people

Aftercare

68
Collect gifts and decorations
4 people
69
Turn off the sound system
2 people
70
Take down party tents
5 people
71
Dismantle furniture
5 people
72
Collect waste
4 people
73
Clean the venue
5 people
74
Remove route signs
3 people
75
Return materials
4 people
76
Return borrowed items
2 people
77
Clear away leftover groceries
2 people
78
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Crowd barriersqty 20
Changing room screensqty 2
Clothes racksqty 3

Tableware

Reusable cupsqty 200
Coffee cupsqty 80
Tea glassesqty 80
Platesqty 120
Cutlery setsqty 120

Catering

Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Serving traysqty 8
Pitcherqty 6

Equipment

Speakersqty 2
Microphonesqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6
Battery packsqty 2

Lighting

LED light stringsqty 6
Work lightsqty 4

Decorations

Sinterklaas flagsqty 12
Red-and-white buntingqty 10
Balloonsqty 150
Pieten hatsqty 100
Photo backdrop
Decorated staff
Gift bagsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Storage binsqty 12
Chilled tablewareqty 4

Cleaning

Broomqty 3
Floor squeegeesqty 2
Bucketsqty 4
Waste binsqty 12
Trash grabbersqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 20
Barrier tapeqty 6
Cable matsqty 8

Organization

Route signsqty 12
Directional signsqty 10
Clipboardsqty 8
Markersqty 12
Wristbandsqty 250
Walkie-talkiesqty 10
Notice boardsqty 3

Game materials

Colored pencilsqty 30
Drawing tablesqty 4
Shoe boxesqty 20

Groceries

Groceries

Tips

Set the route and reception venue before inviting families. Allow at least 8–12 weeks to coordinate the route with the municipality, check permit or notification requirements and reserve traffic controllers.
Book Sinterklaas, the Pieten and musicians or music early, then give them a written briefing at least 1 week before the event. Include the route, programme, arrival time, changing room and who handles questions on the day.
Plan sound and power together rather than treating them as separate jobs. Test speakers, microphones, the mixer, extension cords and power strips on site, and keep battery packs available in case the parade reaches a point without reliable power.
Assign volunteers to specific posts, not just general help. For a small parade, name one route lead, one reception lead, one person for registrations and dietary requirements, and one person responsible for emergency numbers and weather decisions.
Prepare presents and children’s materials before the final week. Sort gifts by group or name, print coloring pages and game materials, and check decorations, route signs, flags and the photo backdrop so missing items can still be replaced.

Frequently asked questions

How far in advance should I organise a Sinterklaas parade?: Start at least 8–12 weeks before the planned date. The route, venue, municipality, traffic controllers, performers, sound, toilets and invitations all depend on one another, so delays in the first four weeks affect the whole plan.
Do I need a permit for a Sinterklaas parade?: Check with the municipality as soon as the route is drafted, ideally 8–12 weeks ahead. Requirements vary by route and crowd size, and you may need a permit, a notification or additional traffic and safety arrangements.
How many volunteers do I need for a Sinterklaas parade?: For a small parade, plan at least 1 volunteer for each key function: route coordination, reception, registrations, performer support and emergency contact. Add extra people for busy crossings, gift distribution and children’s activities rather than leaving those jobs unassigned.
When should I make a backup plan for rain?: Write the rain programme at least 2 weeks before the parade and make the decision rule clear. Check the forecast again 48 hours before the event, confirming the reception venue, tents, lighting, sound and volunteer changes before sending updates.

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