Sinterklaas Celebration Checklist: What to Arrange and When

A Sinterklaas celebration involves more than booking Sinterklaas and handing out gifts. You need a clear programme, confirmed children, matched presents, enough volunteers and working sound equipment. Start with the date, venue and budget, then move on to invitations, gift preparation and catering. This checklist helps you keep the order right and avoid last-minute problems such as missing dietary information, unlabelled gifts or too few people at the entrance and buffet.

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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

Set the date and program
2 people
Reserve venue
Book Sinterklaas and Pieten
Set the gift budget
2 people
Compile the gift list
3 people
Order gifts
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Match gifts to children
3 people
Send program to attendees
Recruit volunteers
2 people
Coordinate tasks with volunteers
2 people
Select music and songs
2 people
Prepare game activities
3 people
Print the run sheet
Check the gifts
3 people
Make name tags for gifts
2 people
Wrap gifts
4 people
Send route and parking tips
Test the equipment
2 people
Check stock of groceries
2 people
Do the shopping
3 people
Bring gifts to the venue
3 people
Keep chilled products cool
2 people
Prepare snacks
4 people
Set out drinks
2 people
Open venue
2 people
Ventilate the hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the gift table
3 people
Hang decorations
3 people
Connect sound
2 people
Set up play area
3 people
Set up the catering buffet
4 people
Lay out crockery and cutlery
2 people
Prepare the attendance list

Event

Welcome Sinterklaas
2 people
Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Support the opening song
2 people
Welcome Sinterklaas
2 people
Explain the story and program
Lead Sinterklaas activities
5 people
Refill drinks
2 people
Serve snacks
3 people
Keep the break area tidy
2 people
Lead the Piet quiz
3 people
Set up the gift order
3 people
Hand out gifts
5 people
Take photos at the gift table
2 people
Restock the buffet
3 people
Serve dinner
4 people
Clear away dishes
3 people
Coordinate music and dancing
2 people
Lead the farewell song
2 people
See Sinterklaas off
3 people
See guests out
3 people
Collect lost and found items
2 people

Aftercare

Store leftovers in the fridge
2 people
Sort waste
3 people
Wash dishes
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Clean the room
4 people
Clean the kitchen
3 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store remaining supplies
2 people
Securely destroy gift details
Return lost property
2 people
Send thank-you message

What to bring

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

Furniture

Folding tablesqty 8
Chairsqty 90
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 100
Bowlsqty 90
Glassesqty 120
Coffee cupsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Coolersqty 4
Induction hobsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Decorations

Sinterklaas flagsqty 4
Paper garlandsqty 10
Balloonsqty 100
Balloon pumpqty 2
Tableclothqty 10
Wrapping paper rollsqty 8
Glue rollersqty 4
Gift tagsqty 100
Markersqty 12
Sinterklaas mitresqty 20
Pieten hatsqty 30

Game materials

Bingo cardsqty 100
Bingo cage
Bingo cardsqty 500
Coloring pagesqty 100
Colored pencilsqty 100
Shoe giftsqty 100
Musical instrumentsqty 20
Gift bagsqty 100

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Leave at least 4–6 weeks for registrations, volunteer planning and ordering gifts.
Close registrations with enough time to act on the final numbers. Collect dietary requirements at the same time, then check the list again before shopping.
Order gifts as soon as the gift budget and children’s list are complete. Check every item when it arrives, match it to a child and label it before wrapping.
Assign volunteers to specific jobs rather than asking for general help. For a 2-hour celebration, plan people for welcoming guests, guiding children, serving food and handling gifts.
Test microphones, speakers, the music player and power connections at the venue before the event. Keep extension cords, power strips and rechargeable batteries ready so the programme does not stop.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Start 6–8 weeks before the celebration. Reserve the venue and book Sinterklaas and the Pieten first, then allow 3–4 weeks for invitations, registrations and gift ordering.
When should I order Sinterklaas gifts?: Order gifts immediately after setting the budget and completing the gift list, ideally at least 3 weeks before the event. Keep 7–10 days for delivery checks, matching names and wrapping.
How many volunteers do I need for a Sinterklaas celebration?: For around 30 children, plan on 6–8 volunteers, including at least 2 people for welcoming and registration, 2 for food and drinks, and 2 for guiding children and distributing gifts. Add one extra volunteer if the venue has separate rooms.
How much food and drink should I prepare for the celebration?: For a 2-hour event, plan about 2 drinks per person in the first hour and 1 more for the second hour. Count one plate and cup per guest, plus roughly 10% extra tableware for spills, replacements and volunteers.

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