How to organise a Sinterklaas parade
Start by fixing the date, route and reception venue before inviting anyone. A Sinterklaas parade combines a moving crowd with a fixed programme, so permits, traffic measures and volunteer roles need to be arranged early. Work backwards from Sinterklaas’s confirmed arrival time, then publish the route and registration details. In the final week, check the weather, confirm every volunteer and sort the gifts so the reception does not become the bottleneck.
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
Confirm the arrival time of Sinterklaas
- 4
Check permits and notifications
2 people
- 5
Apply for traffic measures
- 6
Recruit volunteers
2 people
- 7
Send invitations
2 people
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Publish route
- 11
Book catering
- 12
Finalize the music program
- 13
Assign the Pieten and guides
2 people
- 14
Assign traffic controllers
2 people
- 15
Record emergency contact
- 16
Buy gifts for Sinterklaas
2 people
- 17
Design route signs
- 18
Print program flyers
- 19
Create a music playlist
- 20
Prepare the Sinterklaas story
- 21
Collect poems and names
2 people
- 22
Check the weather forecast
- 23
Share the final volunteer list
- 24
Do the shopping
3 people
- 25
Sort gifts
3 people
- 26
Test the equipment
2 people
- 27
Prepare materials
3 people
- 28
Set up tables and chairs
5 people
- 29
Build party tents
5 people
- 30
Set up the reception area
3 people
- 31
Hang decorations
4 people
- 32
Set up barriers along the route
6 people
- 33
Place route signs
3 people
- 34
Set up the sound system
2 people
- 35
Test music and microphone
2 people
- 36
Set up the gift table
2 people
- 37
Prepare coffee and tea
3 people
- 38
Set out snacks
3 people
- 39
Brief volunteers
2 people
- 40
Dress up Pieten
4 people
Event
- 41
Welcome Sinterklaas
3 people
- 42
Welcome the audience
4 people
- 43
Provide music for the procession
2 people
- 44
Lead the parade
8 people
- 45
Staff traffic points
6 people
- 46
Guide children
6 people
- 47
Address Sinterklaas
- 48
Welcome children
4 people
- 49
Hand out gifts
4 people
- 50
Take photos
2 people
- 51
Serve coffee and tea
3 people
- 52
Serve hot chocolate
3 people
- 53
Serve snacks
3 people
- 54
Refill drinks
2 people
- 55
Supervise children's activities
4 people
- 56
Run the music program
- 57
Present the evening program
- 58
Restock the buffet
2 people
- 59
Empty trash bins
2 people
- 60
Check toilets
2 people
- 61
See off the last visitors
3 people
Aftercare
- 62
Turn off the sound system
2 people
- 63
Remove decorations
4 people
- 64
Clear tables and chairs
5 people
- 65
Take down party tents
5 people
- 66
Wash dishes
3 people
- 67
Clean the venue
5 people
- 68
Remove directional signs
3 people
- 69
Dispose of waste
3 people
- 70
Check materials
2 people
- 71
Return borrowed materials
2 people
- 72
Store leftover stock
2 people
- 73
Collect lost and found items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 8
- Folding chairsqty 80
- Beer tablesqty 6
- Clothes racksqty 2
- Crowd control barriersqty 20
- Traffic conesqty 24
- Waste binsqty 8
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Cupsqty 150
- Platesqty 100
- Cutlery setsqty 100
- Serving spoonsqty 8
- Pitchersqty 6
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Hot drink urnsqty 6
- Soup kettlesqty 2
- Coolersqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving plattersqty 12
- Thermos bottlesqty 4
Equipment
- Speakersqty 2
- Mixer
- Microphonesqty 2
- Microphone standsqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Power banksqty 4
- Walkie-talkiesqty 8
- Megaphone
Decorations
- Sinterklaas flagsqty 20
- Pieten balloonsqty 100
- Balloon ribbonqty 4
- Buntingqty 12
- Welcome sign
- Directional signsqty 12
- Chalkboardsqty 4
- Sinterklaas mitresqty 6
- Piet hatsqty 12
- Pieten collarsqty 12
Lighting
- String lightsqty 6
- LED lampsqty 10
- Batteriesqty 24
Cleaning
- Broomsqty 4
- Dustpan and brushqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand sanitizerqty 6
- Toilet paperqty 24
- Paper towelsqty 12
Safety
- First aid kitsqty 2
- Safety vestsqty 12
- Flashlightsqty 6
- Rain ponchosqty 20
Catering
- Groceries
Tips
- Set the route and reception venue first, then check permits and traffic measures before publishing invitations. Allow at least 6 to 8 weeks for local approvals, especially if roads need to be managed.
- Confirm Sinterklaas’s arrival time before finalising the music programme, story and reception schedule. Build in a 15-minute buffer so a delayed arrival does not disrupt every following activity.
- Assign traffic controllers, guides and Pieten by name rather than asking for general help. Share the final volunteer list at least 3 days beforehand, including the emergency contact and each person’s position on the route.
- Plan the reception as a separate operation: reserve tables, seating, serving equipment and hot-drink facilities, and keep gifts sorted by name. Finish the shopping and gift sorting no later than the day before the parade.
- Publish the route, programme and registration deadline together, including dietary requirements and a weather update plan. Check the forecast 48 hours before the event and tell volunteers when the final decision will be made.
Frequently asked questions
- How far in advance should I organise a Sinterklaas parade?
- Begin 8 to 12 weeks before the parade. Use the first two weeks to record the date and route, reserve the reception venue and start permit and traffic-measure requests.
- Do I need a permit for a Sinterklaas parade?
- That depends on the municipality, route and expected crowd, but you should check at least 8 weeks in advance. A parade on public roads may require both an event notification and separate traffic measures.
- When should volunteers receive their assignments?
- Assign Pieten, guides and traffic controllers at least 1 week before the parade. Send the final list, meeting point, emergency contact and route positions no later than 3 days beforehand.
- When should I check the weather for the parade?
- Check the forecast 48 hours before the event and again on the morning itself. Decide by a fixed deadline whether the route, reception or volunteer instructions need changing.
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