Sinterklaas celebration checklist: what to arrange and when

A Sinterklaas celebration needs more than a visit from Sinterklaas and a pile of presents. This checklist takes you from choosing the date and collecting registrations to preparing the children’s programme, wrapping each gift and setting up the venue. It also covers details that are easy to miss, such as dietary requirements, microphone hire, name labels and a separate gift table. Use the plan to spread the work over several weeks instead of leaving everything for the final 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 location
2 people
Prepare the budget
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create a children's program
2 people
Book Sinterklaas and Pieten
Book music and microphone
Order gifts for children
2 people
Check Piet costumes
2 people
Make gift tags
2 people
Wrap gifts per child
3 people
Print the run sheet
Print the visitor list
Check deliveries
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare the gift table
2 people
Sort decorations
2 people
Open venue
2 people
Ventilate the rooms
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
4 people
Build the Piet obstacle course
3 people
Set up sound equipment
2 people
Test the music
2 people
Test microphone
2 people
Set up the buffet
3 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Lay out gifts
3 people
Briefing for reception team
4 people
Brief game hosts
5 people
Give artist briefing
3 people

Event

Open entrance
2 people
Welcome guests
3 people
Register attendance
2 people
Take coats
2 people
Play welcome music
Serve welcome drinks
3 people
Guide Pieten course
4 people
Supervise the craft table
3 people
Distribute game materials
2 people
Supervise the photo corner
2 people
Welcome Sinterklaas
3 people
Support the Sinterklaas program
4 people
Call children forward
2 people
Hand out gifts
4 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Close children's activities
3 people
Assist the Sinterklaas farewell
3 people
See guests out
3 people
Collect lost and found items

Aftercare

Count gifts and materials
2 people
Remove decorations
4 people
Clear tables and chairs
4 people
Pack audio equipment
2 people
Tidy away game materials
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
3 people
Clean the restrooms
2 people
Clean the floors
3 people
Empty coolers
2 people
Move materials to storage
3 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Return forgotten items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Coat racksqty 4
Clothes racksqty 3
Buffet tablesqty 3
Gift tableqty 2
Children’s tablesqty 4
Stoolsqty 12

Tableware

Reusable platesqty 100
Reusable cupsqty 120
Coffee cupsqty 60
Tea glassesqty 60
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Sinterklaas flagsqty 6
Paper garlandsqty 12
Balloonsqty 100
Balloon pumpqty 2
Sinterklaas helper postersqty 8
Chimney backdrop
Wrapping paper rollsqty 6
Name stickersqty 100
Tableclothsqty 10
LED light stringsqty 6
Photo frame

Equipment

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

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Kettlesqty 3
Coffee machinesqty 2
Thermometerqty 2
Kitchen glovesqty 4
Aluminum foilqty 2
Food storage containersqty 12
Cutting and serving boardsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Book Sinterklaas, Pieten, music and a microphone as soon as the date and location are confirmed. Popular performers may be unavailable, and the programme depends on knowing how much time they need.
Set a registration deadline at least 7 days before the celebration. Use the final list to confirm children’s names, dietary requirements, gift labels and the number of chairs, cups and plates.
Wrap gifts per child and attach name tags at least 2 days beforehand. Keep the wrapped gifts in alphabetical or programme order so volunteers can find them without opening packages.
Print the run sheet and visitor list on the day before the event, then keep one copy at the entrance and one with the programme leader. Include contact details for performers and the person checking deliveries.
Plan the room around the gift table and children’s seating before decorating. Leave a clear route for Sinterklaas and the Pieten, and check that the microphone, backdrop and photo area do not block entrances or coat racks.

Frequently asked questions

How far in advance should I organise a Sinterklaas celebration?: Confirm the date, venue and performers 6 to 8 weeks in advance where possible. Send invitations soon after, then close registrations about 7 days before the celebration so you can finalise gifts, food and seating.
How many drinks do I need for a Sinterklaas party?: For the first hour, allow about 2 to 3 drinks per adult and 1 to 2 drinks per child, then add a small reserve. Include water, coffee and tea, and chill the drinks on the day before or early on the event day.
When should I buy and wrap the Sinterklaas gifts?: Order the gifts at least 2 weeks before the celebration, especially if each child receives a specific item. Check the delivery immediately, then wrap and label every gift no later than 2 days before the event.
What should I prepare on the day of a Sinterklaas celebration?: Open and ventilate the venue, set up tables and chairs, prepare the gift table, check deliveries and chill drinks. Finish the room setup at least 60 minutes before guests arrive so there is time to test the microphone and handle last-minute problems.

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