Sinterklaas Concert Planning Checklist

A Sinterklaas concert combines a live music program with children’s entertainment, guest appearances, ticketing, catering, and detailed stage logistics. Start with the date, venue, repertoire, musicians, and Sinterklaas cast before opening ticket sales. During the final weeks, confirm dietary requirements, volunteers, parking details, printed materials, and technical equipment. Use the full checklist to keep the program, audience arrangements, instruments, and backstage needs on schedule.

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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 the venue and hall
Check permits
Confirm the musicians and conductor
2 people
Select repertoire
3 people
Collect sheet music
2 people
Coordinate performances with guest artists
2 people
Invite Sinterklaas and Pieten
Reserve photographer
Design invitations
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Publish parking information
Print program
2 people
Prepare name badges
2 people
Copy music scores
3 people
Work out the stage layout
2 people
Test technical equipment
2 people
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect instruments
3 people
Sort decorations
2 people

Event

Open hall
2 people
Clear the loading and unloading area
2 people
Set up the stage and orchestra
5 people
Set up chairs for the audience
4 people
Set up tables for reception
2 people
Set up the musical instruments
5 people
Set up microphones
2 people
Connect the sound system
2 people
Check lighting
2 people
Hang up decorations
4 people
Set up the Christmas tree and Saint Nicholas decorations
3 people
Set up catering
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Set up the changing area
2 people
Welcome musicians
2 people
Tune instruments
4 people
Run the sound check
3 people
Check the program and venue
2 people
Staff the entrance
3 people
Welcome visitors
3 people
Hand out programs
2 people
Staff the cloakroom
2 people
Give the opening speech
Perform part one of the concert
20 people
Serve break drinks
5 people
Refill drinks
2 people
Serve break snacks
4 people
Welcome Sinterklaas
3 people
Support the Sinterklaas program
3 people
Perform concert part two
20 people
Handle the closing
2 people
See the audience out
3 people
Set up evening catering
3 people
Serve the musicians' meal
4 people
Refill drinks
2 people
Support small music performances
3 people
Close bar and catering
3 people
Store instruments safely
5 people

Aftercare

Remove decorations
4 people
Clear away chairs and tables
4 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return borrowed materials
2 people
Return the instruments
3 people
Clean up leftovers
2 people
Archive photos and files
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
High tablesqty 4
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 150
Waste binsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 160
Wine glassesqty 80
Platesqty 140
Dessert platesqty 140
Knivesqty 140
Forksqty 140
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 8

Equipment

Stage sectionsqty 12
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
Extension cordsqty 8
Power stripsqty 8
Music standsqty 24
Conductor's lectern
Musician chairsqty 24
Cable matsqty 8
Cable tiesqty 40
Spare batteriesqty 20

Lighting

LED stage lightsqty 4
String lightsqty 6
Atmosphere lightsqty 8

Decorations

Sinterklaas flagsqty 6
Sinterklaas helper postersqty 8
Red-and-white buntingqty 12
Golden starsqty 20
Artificial snow blanketsqty 4
Artificial Christmas tree
Christmas baublesqty 30
Shoe giftsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 3
Serving spoonsqty 8
traysqty 8
Food warmersqty 4
Tableclothsqty 14
Serving traysqty 12

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 20
Coffee creamer pitcherqty 6
Sugar bowlsqty 6
Bottle openersqty 4
Ice packsqty 20
Serving jugsqty 8
Cookie tinsqty 8
Bread basketsqty 8
Name cards for dietary requirementsqty 20

Cleaning

Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3

Tips

Set the date and program before inviting performers or opening ticket sales. Allow at least 8 to 12 weeks to confirm the venue, musicians, conductor, repertoire, guest artists, and Sinterklaas and Pieten.
Complete the technical plan at least 7 days before the concert. Confirm the stage sections, music stands, conductor’s lectern, microphones, speakers, mixing console, extension cords, power strips, cable mats, and spare batteries.
Close registrations and collect dietary requirements 7 to 10 days before the event. This gives catering enough time to prepare quantities and gives you time to create seating or serving arrangements.
Assign volunteers no later than 14 days in advance and give each person a specific shift. Cover guest reception, coats, ticket checks, backstage support, catering, parking questions, and cleanup rather than relying on general help.
Print the program, name badges, parking information, and copied music scores 2 to 3 days before the concert. Keep one clearly labelled backup set of scores and technical notes at the conductor’s lectern.

Frequently asked questions

How far in advance should I plan a Sinterklaas concert?: Start at least 8 to 12 weeks before the concert. Venue booking, permits, musicians, guest artists, invitations, ticket sales, catering, and technical planning all need separate confirmation deadlines.
When should tickets go on sale for a Sinterklaas concert?: Open ticket sales once the date, venue, program outline, and main performers are confirmed, ideally 6 to 8 weeks before the event. Set a registration deadline about 7 to 10 days before the concert so you can process numbers and dietary requirements.
When should the stage and sound equipment be tested?: Create the stage layout and test the microphones, speakers, mixing console, cables, power supplies, and batteries at least 7 days beforehand. Repeat a short sound check on the concert day before guests arrive.
How many volunteers are needed for a Sinterklaas concert?: Plan one volunteer for every clearly defined task area, such as reception, coats, backstage, catering, parking information, and cleanup. For a small concert, assign at least 5 to 8 volunteers and confirm their shifts 14 days in advance.

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