Sinterklaas celebration checklist: what to arrange and when

A Sinterklaas celebration needs more than gifts and a visit from Sinterklaas. You will need to settle the date, venue, guest numbers, dietary requirements, program, food and room setup in a workable order. Start with the venue and performers, then collect registrations and gift information before shopping. In the final week, label every gift, confirm the reservation and prepare anything that will slow you down on the day.

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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 time
Reserve venue
Invite Sinterklaas
Invite Pieten
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program
2 people
Choose poems and songs
2 people
Check gift list
2 people
Label gifts
3 people
Confirm reservation
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Prepare the gift table
2 people
Create a music playlist
Write name tags
2 people
Bring gifts to the venue
2 people
Open venue
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the gift table
2 people
Hang decorations
3 people
Decorate the entrance
2 people
Connect sound equipment
2 people
Test the music
Chill drinks
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Prepare snacks
3 people
Lay out crockery and cutlery
2 people
Set out name badges

Event

Staff the reception desk
2 people
Welcome guests
3 people
Take coats
2 people
Serve welcome drinks
3 people
Announce Sinterklaas
Welcome Sinterklaas
3 people
Support the opening song
2 people
Guide the Sinterklaas story
2 people
Guide the game round
4 people
Refill drinks
2 people
Refill snacks
2 people
Facilitate poetry readings
2 people
Hand out gifts
4 people
Take photos
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve coffee and tea
2 people
Start the farewell song
2 people
See Sinterklaas off
3 people
Let guests say goodbye
2 people
Return coats
2 people

Aftercare

Collect waste
3 people
Clear buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Disconnect sound equipment
2 people
Clean the room
4 people
Clean the restrooms
2 people
Pack leftover food
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Coat racksqty 3
Buffet tablesqty 3
Gift table
Waste binsqty 5

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Drinking glassesqty 80
Wine glassesqty 40
Coffee spoonsqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving plattersqty 12
Serving spoonsqty 8
Soup ladlesqty 4
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knifeqty 2
Measuring cupsqty 2
Mixing bowlsqty 5
Serving spoonsqty 8
Aluminum foilqty 2
Cling filmqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Bluetooth speaker
Microphone
Extension cordsqty 4
Power stripsqty 4
Chargersqty 3

Decorations

Sinterklaas flagsqty 4
Pieten balloonsqty 40
Red-and-white buntingqty 8
Burlap sacksqty 4
Plastic mitersqty 3
Name badgesqty 70
Table runnersqty 8
LED candlesqty 12
Gift tagsqty 70

Lighting

LED string lightsqty 4
Standing lampsqty 2

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Toilet brushesqty 2

Game materials

Music quiz cardsqty 70
Bingo cardsqty 70
Bingo markersqty 70
Diceqty 10
Pieten hatsqty 20
Horseshoesqty 6
Ring tossqty 12
Burlap sacks for the gameqty 4
Wooden blocksqty 30

Office

Pensqty 20
Tapeqty 4
Writing paperqty 100
Scissorsqty 4
Markersqty 2
Clipboardsqty 4
Printer paperqty 100
Program leafletsqty 70

Safety

Cable traysqty 8
Non-slip matsqty 6
Flashlightsqty 3

Tips

Set the date, time and venue before sending invitations. Once registrations close, keep one final guest count for seating, food, name tags and tableware.
Ask for dietary requirements with the registration and set a clear reply deadline, ideally two weeks before the celebration. This gives you time to adapt the shopping list rather than improvise on the day.
Prepare the gift table before guests arrive and label every gift clearly. Bring the gifts to the venue in one marked box or container so they do not get mixed up with food or decorations.
Buy non-perishable food and drinks first, then purchase fresh groceries close to the event. Keep chilled items in coolers until serving, especially if the venue is opened well before the meal.
Reserve setup time separately from guest arrival. Allow at least 60 minutes to clean the room, arrange tables and chairs, set up the gift table, hang decorations and test the music playlist.

Frequently asked questions

How far in advance should I plan a Sinterklaas celebration?: Reserve the venue and invite Sinterklaas and the Pieten at least 6 to 8 weeks ahead. Send invitations once the date, time and location are confirmed, then close registrations about 2 weeks before the event.
When should I buy gifts for a Sinterklaas celebration?: Check the gift list as soon as registrations are complete and buy the gifts at least 1 week before the celebration. Label them immediately so there is time to replace a missing or incorrect gift.
How much setup time do I need before guests arrive?: Plan at least 60 minutes for the room setup, and 90 minutes if food preparation or decoration takes place at the venue. Open the venue early enough to arrange tables, chairs, the gift table and serving equipment without rushing.
When should I ask guests about dietary requirements?: Ask for dietary requirements on the invitation or registration form and set a deadline 2 weeks before the event. Confirm the final list before buying fresh groceries and preparing the buffet.

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