Sinterklaas Celebration Planning Checklist

A Sinterklaas celebration needs more than gifts and a costume. Start by fixing the date and location, then manage invitations, registrations and dietary requirements before planning the programme. Allow time to reserve Sinterklaas and the Pieten, prepare games and print materials, and keep gift administration separate from the event setup. This checklist helps you work in the right order and avoid last-minute jobs such as wrapping, labelling and arranging the gift table.

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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
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Collect gift wishes
Reserve Sinterklaas
Book Pieten
Create a music playlist
Develop the program
2 people
Select games
2 people
Develop the treasure hunt
2 people
Prepare quiz questions
Buy gifts
3 people
Check the gifts
2 people
Wrap gifts
4 people
Label gifts
2 people
Make the parcel list
Design decoration
2 people
Make decorations
4 people
Make name badges
2 people
Print scavenger hunt cards
Print quiz cards
Do the shopping
3 people
Set out non-perishable groceries
2 people
Chill drinks
2 people
Label diet meals
2 people
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Hang decorations
4 people
Set up the gift table
3 people
Lay out game materials
2 people
Connect the music
2 people
Perform sound check
2 people
Set up the buffet
4 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Check toilets
Decorate the entrance
2 people
Set up the reception table
2 people
Brief reception team
2 people

Event

Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Guide children
4 people
Welcome Sinterklaas
2 people
Support the Sinterklaas program
3 people
Guide the Pieten
3 people
Facilitating games
5 people
Guide the scavenger hunt
5 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Restock the buffet
3 people
Serve the hot meal
4 people
Serve diet meals
2 people
Host the quiz
2 people
Hand out gifts
5 people
Guide the photo moment
2 people
Farewell to Sinterklaas
2 people
See off guests
3 people
Return coats
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
3 people
Wash dishes
4 people
Clean tables
3 people
Clean the kitchen
3 people
Remove decorations
3 people
Put furniture back
4 people
Vacuum the Venue
2 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 4
Buffet tablesqty 3
Gift table
Children's benchesqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 50
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 6
Thermos flasksqty 4

Decorations

Sinterklaas flagsqty 4
Pieten balloonsqty 40
Red balloonsqty 40
Gold garlandsqty 8
Red tableclothsqty 8
Sinterklaas postersqty 6
Craft paperqty 2
Glue sticksqty 12
Scissor setsqty 6
Name badgesqty 70
Gift tagsqty 70
Wrapping paper rollsqty 8
Gift ribbonqty 6
Photo backdrop

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bowlsqty 10
Measuring cupsqty 2
Serving spoonsqty 6
Aluminum foilqty 2
Food storage containersqty 12
Hot traysqty 4
Can openersqty 2

Sports equipment

Burlap sacksqty 8
Bean bagsqty 12
Hoopsqty 6
Plastic cups for the gameqty 30
Scavenger hunt arrowsqty 20
Quiz buzzersqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broom
Hand brush and dustpanqty 2
Cleaning glovesqty 6

Lighting

LED light stringsqty 4
Battery lanternsqty 4

Catering

Groceries

Tips

Set the date and location before sending invitations, and give guests a clear registration deadline so you can confirm numbers and collect dietary requirements in time.
Reserve Sinterklaas and the Pieten early, then build the programme around their arrival, the games, the quiz and the treasure hunt. Keep a written running order so each activity has a start time.
Close gift wishes before buying presents. Check every gift against the wishes, wrap and label them, and prepare the parcel list before the celebration rather than during setup.
Print scavenger hunt cards, quiz cards and name badges several days ahead. Make at least 10% more name badges and game sheets than the confirmed guest count for late changes or damaged copies.
Plan the room around three separate areas: children’s seating, food and drinks, and the gift table. Set out reusable tableware, serving equipment, thermos flasks and the Bluetooth speakers before guests arrive.

Frequently asked questions

How far in advance should I send Sinterklaas celebration invitations?: Send invitations 4 to 6 weeks before the celebration, with a registration deadline at least 10 days before the event. That gives you time to confirm attendance, dietary requirements and gift wishes.
When should I book Sinterklaas and the Pieten?: Book them as soon as the date and location are confirmed, preferably 6 to 8 weeks ahead. Popular dates can fill quickly, and the performers affect the timing of your programme.
When should I buy and wrap the Sinterklaas gifts?: Buy gifts after the gift-wish deadline and finish checking, wrapping and labelling them at least 3 days before the celebration. Keep the parcel list with the gifts so distribution is quick and accurate.
How much time is needed to set up a Sinterklaas celebration?: Allow 2 to 3 hours for room setup, decorations, seating, the food area, gift table and equipment. Finish printed materials and most decorations beforehand so the setup period is not spent cutting, gluing or sorting.

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