How to organize a Sinterklaas parade

Start the Sinterklaas parade plan with the date, route and municipal requirements—not with decorations or invitations. Once the route and permits are clear, arrange traffic control, first aid, volunteers and a reception venue in that order. Then invite Sinterklaas and the Pieten, collect registrations and dietary requirements, and publish the program. In the final week, check the forecast, print contact details, prepare signs and sort wristbands so the parade can move without last-minute confusion.

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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 route
2 people
2
Apply for permits
3
Coordinate the route with the municipality
2 people
4
Draw up traffic plan
2 people
5
Prepare safety plan
2 people
6
Reserve a reception venue
7
Invite Sinterklaas
8
Invite Pieten
9
Record music accompaniment
10
Assign first aid volunteers
11
Recruit traffic controllers
2 people
12
Recruit volunteers
2 people
13
Draft invitations
2 people
14
Send invitations
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Publish the program
18
Inform the neighborhood about the route
2 people
19
Communicate traffic measures
20
Check the weather forecast
21
Create final participant list
2 people
22
Create volunteer schedule
2 people
23
Print contact list
24
Prepare route signs
2 people
25
Sort wristbands
2 people
26
Sort Sinterklaas gifts
3 people
27
Check Sinterklaas costume
28
Check Pieten costumes
2 people
29
Set up the music playlist
30
Collect materials
3 people
31
Do the shopping
3 people
32
Chill drinks
2 people
33
Prepare snacks
4 people
34
Set up gift tables
2 people
35
Clean the reception area
3 people
36
Set up tables
4 people
37
Set up chairs
4 people
38
Build party tents
4 people
39
Hang decorations
3 people
40
Put up route signs
4 people
41
Set up drink station
3 people
42
Display gifts
3 people
43
Test sound equipment
2 people
44
Set up the first aid station
2 people
45
Brief volunteers
3 people
46
Position traffic marshals
6 people

Event

47
Welcome children
4 people
48
Guide the audience along the route
6 people
49
Support the procession
8 people
50
Provide music during the procession
2 people
51
Welcome Sinterklaas
3 people
52
Deliver the welcome speech
53
Guide children to the reception area
5 people
54
Hand out gifts
4 people
55
Supervise the photo corner
2 people
56
Serve coffee and tea
3 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Collect waste
2 people
60
Escort children to parents
4 people
61
See off the last guests
3 people
62
Relieve traffic controllers
2 people
63
Close gifts and cash register
2 people

Aftercare

64
Take down tables and chairs
4 people
65
Take down party tents
4 people
66
Remove decorations
3 people
67
Wash dishes
3 people
68
Clean the reception area
3 people
69
Remove route signs
4 people
70
Dispose of waste
3 people
71
Return borrowed materials
2 people
72
Store leftover groceries
2 people
73
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 80
Folding benchesqty 6
Drink tablesqty 3
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
traysqty 6

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Route signsqty 12
Crowd barriersqty 20
Traffic conesqty 20
Walkie-talkiesqty 8
Megaphoneqty 2
First aid kit
Flashlightsqty 6
Clipboardsqty 6
Markersqty 12
Scissorsqty 6
Duct tapeqty 6
Ropeqty 4
Staplersqty 2

Lighting

LED lampsqty 6
Light Stripsqty 4

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Buntingqty 12
Balloon pumpqty 2
Photo frame
Red carpet
Gift bagsqty 80

Catering

Groceries

Tips

Confirm the route with the municipality before announcing it. Allow several weeks for permits, the traffic plan and safety plan, especially if roads need temporary measures.
Build the volunteer schedule around the route, not just the reception. Assign traffic controllers and first-aid volunteers to fixed positions, and print one contact list for coordinators before parade day.
Tell residents about the route and traffic measures at least 7 days in advance. Include expected timing, road closures and a contact person so parked cars and access problems are dealt with early.
Reserve the reception venue before sending invitations. Count seats, benches and tables for the expected group, and plan coat storage and covered space if the weather turns wet.
Prepare the reception service separately from the parade equipment. Test microphones, portable speakers, extension cords and LED lamps at least 1 day beforehand, then set out reusable cups, coffee supplies and serving equipment before guests arrive.

Frequently asked questions

How far in advance should I plan a Sinterklaas parade?: Start at least 8 to 12 weeks before the parade. Use the first weeks for the date, route, municipality coordination, permits, traffic plan and safety plan before publishing invitations.
When should I apply for a permit for a Sinterklaas parade?: Apply as soon as the date and route are stable, preferably 8 weeks in advance. Municipal deadlines vary, so confirm the required lead time before you invite participants or communicate road measures.
How many volunteers do I need for a Sinterklaas parade?: Set the number from the route and crowd size: appoint at least one traffic controller at every crossing or road closure, plus first-aid coverage and a small coordination team. Finalize the schedule and contact list no later than 7 days before the event.
When should I tell the neighborhood about the parade route?: Send the route and traffic information at least 7 days before the parade, and repeat the key measures 1 to 2 days beforehand. Include the expected passage time, closures and how residents can ask questions.

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.