How to organise a Sinterklaas parade

Start by fixing the date, arrival point and parade route before arranging costumes or catering. A Sinterklaas parade needs more coordination than a regular children’s event: you must cover permits, insurance, traffic control, emergency services and audience information. Then build the programme around the route, assign volunteers to specific roles and confirm every supplier. Use the final week for weather checks, shopping, signage and a practical run sheet so the parade team knows what happens minute by minute.

Organize this event for free with Lizzt

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
Apply for a permit
3
Check insurance
4
Reserve arrival location
5
Arrange music
6
Develop the traffic plan
2 people
7
Register traffic controllers
8
Inform emergency services
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign roles
2 people
14
Confirm suppliers
15
Order catering
16
Check Pieten costumes
2 people
17
Check Sinterklaas costume
18
Develop the program
2 people
19
Print the run sheet
20
Make route signs
2 people
21
Publish audience information
22
Check the weather forecast
23
Do the shopping
3 people
24
Lay out costumes
2 people
25
Collect materials
3 people
26
Chill drinks
2 people
27
Prepare snacks
3 people

Event

28
Clear the route
4 people
29
Set up traffic signs
4 people
30
Put up barriers
6 people
31
Set up the stage area
4 people
32
Set up tables and chairs
4 people
33
Build party tents
6 people
34
Hang decorations
3 people
35
Connect the sound system
2 people
36
Connect lighting
2 people
37
Set up the catering buffet
3 people
38
Make coffee and tea
2 people
39
Apply Pieten makeup
3 people
40
Dress up Sinterklaas
2 people
41
Traffic controller briefing
2 people
42
Volunteer briefing
3 people
43
EHBO team briefing
2 people
44
Welcome visitors
6 people
45
Play music
2 people
46
Support the procession
10 people
47
Direct traffic
8 people
48
Welcome Sinterklaas
3 people
49
Support the stage program
3 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Guide children
6 people
53
Supervise photo activities
3 people
54
Empty waste stations
2 people
55
Check toilets
2 people
56
See the audience out
4 people

Aftercare

57
Turn off the sound system
2 people
58
Remove decorations
3 people
59
Remove the barriers
6 people
60
Clear tables and chairs
4 people
61
Wash dishes
3 people
62
Collect waste
4 people
63
Clean the venue
4 people
64
Leave the route clean
4 people
65
Check materials
2 people
66
Return borrowed items
2 people
67
Clean costumes
2 people
68
Store leftover stock
2 people
69
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
Beer tablesqty 6
Buffet tablesqty 4
Coat racksqty 2

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 12

Equipment

Mobile sound system
Wireless microphonesqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Hot boxesqty 4
Kettlesqty 3
Coffee machinesqty 2

Lighting

LED string lightsqty 8
LED construction lightsqty 4
Battery lanternsqty 8

Decorations

Pieten bannersqty 12
Sinterklaas flagsqty 12
Balloon archesqty 3
Red carpetsqty 2
Photo backdrop
Decorative packagesqty 12
Decorative staff

Safety

Crowd barriersqty 30
Traffic conesqty 24
Barrier tapeqty 6
Route signsqty 20
Directional signsqty 12
First aid kitsqty 2
Flashlightsqty 8
Safety vestsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Serving tongsqty 8
Thermos flasksqty 8
Chilled drink dispensersqty 4
Aluminum foil dispensersqty 2

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Communication

Walkie-talkiesqty 12
Power banksqty 6
Clipboardsqty 8
Pensqty 24

Costumes

Piet costumesqty 12
Sinterklaas costume
Piet wigsqty 12
Pieten hatsqty 12
Beardsqty 2

Catering

Groceries

Tips

Set the route and arrival location first, then apply for the permit and check insurance. Allow at least 8 to 12 weeks for approvals, especially if roads need traffic control or temporary closures.
Create the traffic plan before recruiting volunteers. Register traffic controllers and share the route, timings and emergency contacts with emergency services no later than 2 weeks before the parade.
Confirm the programme, music and sound equipment at least 7 days ahead. Test the mobile sound system, wireless microphones, music player, extension cords and power strips before the event starts.
Check both Sinterklaas and Pieten costumes 3 to 5 days before the parade, including sizes, missing accessories and a dry place to store them. Lay out costumes and materials separately for each performer.
Publish practical audience information at least 1 week before the event, including the route, arrival point, start time and registration details. Finalise dietary requirements and catering numbers before ordering food and drinks.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Start at least 8 to 12 weeks in advance. This gives you time to secure the route and arrival location, apply for permits, check insurance, arrange traffic control and recruit volunteers.
Do I need a permit for a Sinterklaas parade?: Usually, a public parade requires approval from the relevant local authority, particularly when it uses roads or affects traffic. Submit the application as soon as the date and route are fixed, preferably 8 weeks before the event.
How many volunteers do I need for a Sinterklaas parade?: Plan separate volunteers for traffic control, registration, performers, catering, sound and route support. Confirm the role allocation at least 2 weeks beforehand and keep a short reserve list for last-minute cancellations.
When should I check the weather for a Sinterklaas parade?: Check the forecast 7 days before the parade and again the evening before. Use those checks to decide whether party tents, extra lighting, warm food equipment, costume protection or a programme adjustment is needed.

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.