How to organise a Sinterklaas parade

A Sinterklaas parade needs more than a route and a visit from Sinterklaas. Start with the arrival point, permissions and crowd flow, then build the volunteer, costume, gift and sound arrangements around that plan. The final week is for registrations, dietary information, route checks and testing the microphone. On the day itself, set up the information point, barriers, signs and tables before the parade group arrives.

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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 the route and arrival point
2 people
2
Apply for permits
3
Recruit parade guides
2 people
4
Register the Pieten and volunteers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm arrangements with Sint
9
Check the horse and carriage
2 people
10
Test music and microphone
2 people
11
Make route signs
3 people
12
Sort wristbands and tickets
2 people
13
Check the gifts
3 people
14
Try on Pietenpakken
4 people
15
Prepare decorations
4 people
16
Do the shopping
3 people
17
Label the gift tables
2 people
18
Chill drinks
2 people
19
Inspect route
3 people
20
Check the weather forecast

Event

21
Set up barriers and traffic signs
4 people
22
Set Up Tent and Info Point
4 people
23
Set up tables and chairs
4 people
24
Hang decorations
4 people
25
Set up the sound system
2 people
26
Set up the gift table
3 people
27
Set up drinks and distribution point
3 people
28
Make coffee and tea
2 people
29
Apply Pieten makeup
4 people
30
Receive Sinterklaas and help him get changed
2 people
31
Brief volunteers
3 people
32
Open information point
2 people
33
Guide the audience along the route
10 people
34
Direct traffic at intersections
6 people
35
Provide music during the procession
2 people
36
Accompany St. Nicholas and Pieten
4 people
37
Give the welcome speech
38
Guide the children to Sint
4 people
39
Handing out gifts
4 people
40
Serve snacks
3 people
41
Refill drinks
3 people
42
Empty trash bins
2 people
43
Restock toilet supplies
44
Supervise photo moment with St. Nicholas
2 people
45
Supervise children's activities
4 people
46
Pieten help with face painting
3 people
47
See off the last guests
3 people

Aftercare

48
Clear gift tables
3 people
49
Remove decorations
4 people
50
Take down the sound system
2 people
51
Dismantle furniture
4 people
52
Collect and sort waste
4 people
53
Wash dishes
3 people
54
Clean the venue
4 people
55
Remove directional signs
3 people
56
Clear away fences and traffic signs
4 people
57
Collect lost and found items
2 people
58
Inventory materials
2 people
59
Return borrowed materials
2 people
60
Wash and store the Piet costumes
2 people
61
Clear away leftover groceries
2 people
62
Sweep the venue after the event
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 6
Coat racksqty 2
Clothes racksqty 3
Crowd control barriersqty 24
Traffic conesqty 20
Waste binsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Tea glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 15
Pitchersqty 6

Decorations

Sinterklaas flagsqty 12
Pieten balloonsqty 100
Balloon ribbonqty 4
Buntingqty 10
Plastic candy bagsqty 8
Wrapping paper rollsqty 12
Name badgesqty 150
Directional signsqty 20
Directional signsqty 12

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 5
Power banksqty 6
Coolersqty 5
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 3
Party tent weightsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Cooling packsqty 20
Corkscrewsqty 2
Serving traysqty 8

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cart

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 8

Catering

Groceries

Tips

Set the route and arrival point first, then allow time for permits and traffic arrangements. Inspect the full route again during the final week, including the place where Sinterklaas, the horse and carriage will arrive.
Recruit and register parade guides, Pieten and other volunteers at least two weeks before the event. Give guides a clear meeting point, name badge and responsibility for a specific section of the route.
Test the battery-powered speakers, wireless microphones, stands, extension cords and power strips before event day. Do a full sound check at the actual arrival point, because background noise and distance can change what the audience hears.
Finish registrations and collect dietary requirements no later than one week before the parade. Sort wristbands, tickets and name badges before setup, rather than trying to identify groups while families are arriving.
Check gifts, costumes, decorations and refreshments two days before the parade. Chill drinks in time, label the gift tables and keep wrapping materials and candy bags together so distribution does not stop the programme.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Start at least 8 to 12 weeks ahead. The route, arrival point, permits, horse and carriage, volunteers and sound requirements all need confirmation before invitations go out.
When should I apply for a permit for a Sinterklaas parade?: Apply as soon as the route and expected attendance are known, preferably 8 weeks before the event. Some authorities require more time, so check the local deadline before publishing the route.
How many parade guides do I need?: Plan at least one guide for each major route section, plus one lead coordinator and one reserve for every 10 guides. Add more people if the route has crossings, narrow points or several arrival areas.
When should I check the weather for the parade?: Check the forecast 7 days before the event and again 48 and 24 hours ahead. Use the final checks to confirm clothing, tent placement, sound equipment and any changes needed for the route.

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.