Sinterklaas celebration checklist

A Sinterklaas celebration runs smoothly when the program, gifts and guest information are settled before the decorations go up. Start by fixing the date, venue and arrival schedule, then book Sinterklaas and the Pieten early enough to match your program. Keep registrations and dietary requirements in one list, and prepare gifts by group with names attached. On the day, leave time for equipment testing, drink chilling, room setup and a clear stage area.

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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
3 people
Reserve venue and rooms
2 people
Book Sinterklaas and Pieten
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Give the program to the host
Check gift list
2 people
Sort gifts by group
4 people
Make name tags for gifts
2 people
Print the run sheet and contact list
Check the shopping list
2 people
Do the shopping
3 people
Wrap gifts
4 people
Check decorations
2 people
Test the equipment
2 people
Empty refrigerators
2 people
Prepare snacks
4 people
Set up gift table
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up tables
4 people
Set up chairs
4 people
Clear the stage area
3 people
Set up the backdrop
3 people
Hang decorations
4 people
Connect lighting and sound
2 people
Test music and microphone
2 people
Check the restroom and washroom
2 people
Set up entrance and cloakroom
2 people
Set up the reception table
2 people
Brief the catering team
2 people
Send supervisors to their stations
2 people

Event

Welcome Sinterklaas
2 people
Welcome guests
4 people
Register attendance
2 people
Take coats
2 people
Play welcome music
Host the opening
Support the Sinterklaas program
3 people
Supervise Piet activities
5 people
Supervise the photo corner
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Hand out gifts
4 people
Oversee gift presentation
3 people
Take group photo
2 people
Set up buffet
4 people
Restock the buffet
3 people
Oversee the buffet
4 people
Serve diet meals
2 people
Supervise children's activities
5 people
Provide the music program
2 people
Serve dessert and hot drinks
3 people
Assist the Sinterklaas farewell
3 people
Guide guests to the exit
3 people

Aftercare

Clear the gift table
2 people
Remove decorations
4 people
Clear tables and chairs
5 people
Collect waste
3 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the room
4 people
Clean the restrooms
2 people
Collect lost and found items
Switch off equipment
2 people
Return materials
3 people
Store leftover food
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people
Share photos with parents

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Clothes racksqty 3
Coat hangersqty 100
Stoolsqty 8

Decorations

Sinterklaas flagsqty 4
Sinterklaas helper postersqty 12
Wall decorationsqty 10
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 12
Craft paperqty 5
Colored cardboardqty 3
Tapeqty 6
Double-sided tapeqty 4
Scissorsqty 8
Glue sticksqty 12
Plastic gift boxesqty 6
Photo backdrop
Photo propsqty 20
Plastic bishop’s mitreqty 2
Plastic staff

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Music player
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 8
Battery chargerqty 2
Laptop
HDMI cableqty 2
Projector
Projector screen
Camera

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving spoonsqty 8
Serving tongsqty 6
Cutting boardsqty 8
Food containersqty 20
Storage boxesqty 12
Serving traysqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Baking traysqty 6
Oven mittsqty 6
Kitchen tongsqty 6

Tableware

Reusable platesqty 110
Reusable bowlsqty 100
Reusable cupsqty 120
Coffee cupsqty 80
Forksqty 110
Knivesqty 110
Spoonsqty 110
Coffee spoonsqty 80
Serving traysqty 8
Water jugsqty 8

Catering

Groceries
Catering warmersqty 4
Thermos bottlesqty 4
Ice packsqty 20
Diet food labelsqty 30
Buffet place cardsqty 20
Reusable tableclothsqty 12
Napkin holdersqty 8
Drink dispensersqty 4
Pitchersqty 8
Cookie tinsqty 8
Waste binsqty 8

Cleaning

Vacuum cleanerqty 2
Broomqty 3
Litter pickersqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 4
Paper towelsqty 8
Toilet brushesqty 4
Foldable waste containersqty 6

Sports equipment

Pieten course matsqty 8
Hoopsqty 12
Conesqty 20
Soft ballsqty 12
Burlap sacksqty 10
Target boxesqty 4
Gym ribbonsqty 20

Tips

Set the program before sending invitations, including arrival time, the Sinterklaas visit, gift distribution and the expected finish. Give the host a final copy at least 3 days beforehand.
Close registrations 7 to 10 days before the celebration and record dietary requirements in the same guest list. This gives you time to adjust snacks and drinks before shopping.
Sort gifts by group and attach a name tag before event day. Keep a separate checked gift list so one gift does not get left behind or handed to the wrong person.
Test wireless microphones, speakers, the mixer and the music player at the venue at least 24 hours before the event. Check extension cords, power strips and rechargeable batteries at the same time.
Finish room setup 60 to 90 minutes before guests arrive: clear the stage area, arrange tables and chairs, set up the gift table, chill drinks and put out coffee and tea.

Frequently asked questions

How far in advance should I book Sinterklaas and the Pieten?: Book them as soon as the date and program are fixed, preferably several weeks before the celebration. The earlier booking gives you a better chance of matching their availability to your planned arrival and gift-giving times.
When should I send invitations for a Sinterklaas celebration?: Send invitations about 3 to 4 weeks before the event. Set the registration deadline 7 to 10 days before the celebration so you can confirm numbers, dietary requirements, gifts and refreshments.
How many drinks should I plan for a Sinterklaas celebration?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add coffee and tea service and keep extra water available, especially when children are attending.
When should I prepare the gifts for Sinterklaas?: Wrap and label all gifts at least 1 day before the celebration. Sort them by group and check each name against the gift list before setting up the gift table.

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