How to organize a Sinterklaas celebration

Start by fixing the date, venue and guest list before arranging entertainment or food. Then book Sinterklaas, send invitations and collect registrations, dietary requirements and gift wishes in one place. Work backwards from the celebration: buy and label gifts, finalize the programme, arrange food and test the sound system. On the day, inspect the venue first, set up the room and buffet, chill drinks and check every gift before guests arrive.

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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
Confirm date and location
2 people
2
Book Sinterklaas
3
Reserve music and technical equipment
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Collect gift wishes
8
Buy gifts
2 people
9
Label gifts
2 people
10
Develop the program
2 people
11
Prepare games and quiz
2 people
12
Create a music playlist
13
Share the dietary overview
14
Order groceries
15
Check the gifts
2 people
16
Pick up groceries
2 people
17
Chill drinks
2 people
18
Set out the gifts
2 people
19
Open and inspect the venue
2 people
20
Set up tables and chairs
4 people
21
Set up buffet tables
3 people
22
Hang decorations
3 people
23
Connect the sound system
2 people
24
Test microphone
2 people
25
Prepare snacks
4 people
26
Prepare coffee and tea
2 people
27
Set up the reception desk
2 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
3 people
30
Welcome Sinterklaas
2 people
31
Announce the program
32
Support the Sinterklaas program
3 people
33
Serve snacks and drinks
4 people
34
Refill drinks
2 people
35
Supervise the photo corner
36
Open the buffet
2 people
37
Restock the buffet
3 people
38
Collect dishes and glasses
2 people
39
Provide music
40
Assist the Sinterklaas farewell
2 people
41
See off guests
3 people
42
Handing out gifts
3 people

Aftercare

43
Pack leftovers
2 people
44
Remove decorations
3 people
45
Wash dishes
3 people
46
Collect waste
2 people
47
Clean the venue
4 people
48
Pack equipment and materials
3 people
49
Return borrowed items
2 people
50
Store leftover items
2 people
51
Collect lost property

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothing rack

Tableware

Dinner platesqty 70
Dessert platesqty 70
Glassesqty 80
Coffee cupsqty 70
Cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 6

Decorations

Sinterklaas flagsqty 4
Pieten balloonsqty 40
Tableclothsqty 8
Wrapping paper rollsqty 8
String lightsqty 4
Photo backdrop
Photo propsqty 12

Equipment

Bluetooth speakerqty 2
Wireless microphone
Laptop
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Aluminum serving traysqty 8

Sinterklaas

Gift bagsqty 6
Gift stickersqty 80
Giftsqty 60
Staff

Cleaning

Bucketsqty 2
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the celebration. Use the final guest count to plan seating, plates, glasses, food and dietary options instead of ordering too early.
Buy and label gifts as soon as the gift wishes are complete, ideally at least one week before the event. Keep a separate checklist so every registered guest has a gift and no name tag is missing.
Book Sinterklaas and reserve the speaker and wireless microphone before sending the invitations. Build the programme around fixed arrival and performance times, leaving 10 to 15 minutes between activities.
Prepare the buffet and drinks in separate areas. Chill drinks for at least 4 hours, set out serving platters and tongs, and keep the dietary overview visible for whoever serves the food.
Open the venue 2 to 3 hours before guests arrive. Set up tables and chairs first, then decorations and the photo area; connect the sound system and test the microphone before preparing snacks.

Frequently asked questions

How far in advance should I plan a Sinterklaas celebration?: Start 4 to 6 weeks ahead, especially if you need to book Sinterklaas or technical equipment. Confirm the venue and date first, then send invitations once the main programme is possible.
When should I send Sinterklaas celebration invitations?: Send them 3 to 4 weeks before the event and set a registration deadline 10 days before it. This gives you time to collect dietary requirements, gift wishes and the final headcount.
How many gifts do I need for a Sinterklaas celebration?: Prepare one clearly labelled gift for every registered guest, plus one or two spare gifts if the group includes children or last-minute changes are likely. Check the full gift list again on the day before the celebration.
How early should I arrive to set up the Sinterklaas party?: Plan to open the venue 2 to 3 hours before guests arrive. Allow about 60 minutes for furniture and buffet setup, 30 minutes for decorations, and at least 15 minutes to test the microphone and music.

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.