Sinterklaas celebration checklist: what to arrange and when

A Sinterklaas celebration involves more than booking Sinterklaas and collecting presents. You also need a confirmed venue, guest registrations, dietary information, a timed programme, volunteer cover and a safe way to store and label gifts. Use this checklist to work from the first arrangements to the final room check, including soup and bread, microphones, decorations and children’s activities.

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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

Confirm date and location
Confirm venue booking
Send invitations
2 people
Process registrations
Collect dietary requirements
Work out the program and times
2 people
Book Sinterklaas and Pieten
Compile the gift list
2 people
Collect gifts
2 people
Label gifts
2 people
Share route and parking information
Schedule volunteer shifts
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Store gifts safely
2 people
Check venue and toilets
2 people
Set up tables and chairs
4 people
Set up the catering table
2 people
Hang decorations
3 people
Prepare the stage area
2 people
Connect sound equipment
2 people
Test microphones and music
2 people
Set out craft supplies
2 people
Prepare soup and bread
3 people
Set up gift table
2 people

Event

Staff the reception desk
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Supervise crafts
3 people
Support the Sinterklaas program
3 people
Take photos
Refill drinks
2 people
Refill snacks
2 people
Serve dinner
4 people
Collect tableware
2 people
Hand out gifts
3 people
See guests off
2 people

Aftercare

Take down gifts and decorations
3 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack away the sound equipment
2 people
Put furniture back
4 people
Collect forgotten items
2 people
Return borrowed materials
2 people
Share photos with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 3
Gift table

Tableware

Reusable platesqty 80
Reusable drinking glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Soup bowlsqty 70
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Serving traysqty 4

Equipment

Bluetooth speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Sinterklaas bannersqty 4
Pieten paper garlandsqty 8
Balloonsqty 100
Tableclothsqty 8
Shoe gift bagsqty 70
Name badgesqty 80
String lightsqty 4

Activities

Coloring pagesqty 80
Colored pencil setsqty 15
Children's apronsqty 15
Children's scissors setsqty 15
Glue sticksqty 20
Markersqty 15
Craft table runnersqty 8

Cleaning

Broomqty 2
Mopsqty 2
Bucketsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the date and venue before sending invitations, then allow enough time to process registrations and collect dietary requirements. Use the final guest count to check seating, tableware, soup bowls and drinks.
Book Sinterklaas and the Pieten early and give them the programme with arrival time, stage arrangements and parking information. A written schedule prevents the entrance, gift moment and meal from running into each other.
Compile the gift list before shopping or collecting presents. Label every gift as it arrives and store the gifts safely; a separate gift table and shoe gift bags make distribution easier on the day.
Plan volunteer shifts for arrivals, coats, catering, the gift table and clearing up. Check the shopping list against the registered numbers, then chill drinks and prepare soup and bread close enough to serving time.
Test the Bluetooth speaker, wireless microphones, music and power connections before guests arrive. Set up the stage area, tables, chairs, decorations and coloring pages in that order so the technical check is not blocked by late decorating.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Start at least 6 to 8 weeks before the celebration. Confirm the date and venue first, then book Sinterklaas and the Pieten, send invitations and collect registrations.
When should I send Sinterklaas party invitations?: Send invitations about 4 to 6 weeks in advance and set a reply deadline around 2 weeks before the event. This gives you time to confirm dietary requirements, seating, gifts and volunteer shifts.
How many volunteers do I need for a Sinterklaas celebration?: Plan at least 1 volunteer for arrivals and coats, 1 for the gift table, 2 for catering and 1 person responsible for the programme and sound. Add cover for each shift so no task is left unattended.
When should I prepare the gifts for Sinterklaas?: Compile the gift list at least 3 weeks before the celebration and aim to have all gifts collected and labelled 7 days beforehand. Store them safely and check the labels again before setting up the gift table.

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