Sinterklaas Market Checklist

A Sinterklaas market needs more than decorated stalls and a visit from Sinterklaas. You need to secure the market space, check permits, confirm vendors, plan visitor flow and arrange power, food and volunteers. This checklist puts the work in a useful order, from the first bookings to packing away on the day. Pay particular attention to dietary requirements, cable safety, cash handling and gift packages, because these details are easy to leave until the last week.

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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

Reserve market space
Check the permit
Invite booths and vendors
2 people
Send invitations
2 people
Process registrations
2 people
Set up stalls
2 people
Book Sinterklaas and Pieten
Assign volunteers
2 people
Collect dietary requirements
Book catering
Check power outlets
2 people
Develop route and safety plan
2 people
Create a visitor map
Design signage
Confirm market stalls
Send volunteer instructions
Withdraw petty cash
Do the shopping
3 people
Sort decorations
2 people
Package kruidnoten
3 people
Prepare gift packages
3 people
Prepare snacks
4 people
Chill drinks
2 people
Leave venue clean
3 people
Set up tents and stalls
8 people
Set up tables and chairs
5 people
Connect power and lighting
3 people
Hang decorations
4 people
Set up stalls
8 people
Set up children’s activities
3 people
Set up the catering buffet
4 people
Set up cash registers and change
2 people

Event

Welcome volunteers
2 people
Welcome visitors
3 people
Staff the booths
12 people
Welcome Sinterklaas
3 people
Support the Sinterklaas program
4 people
Supervise children's activities
4 people
Serve snacks
3 people
Serve hot drinks
2 people
Refill drinks
2 people
Collect waste
2 people
Close out the registers
2 people
See visitors out
3 people

Aftercare

Take down the stalls
8 people
Clear tables and chairs
5 people
Wash dishes
3 people
Clean the venue
5 people
Sort decorations and materials
3 people
Return borrowed materials
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 8
Foldable tablesqty 18
Folding chairsqty 50
Tableclothsqty 18
Crowd control barriersqty 20

Tableware

Reusable cupsqty 250
Reusable platesqty 200
Reusable cutleryqty 200
Serving traysqty 10

Kitchen

Coffee machinesqty 2
Hot water boilersqty 2
Thermos flasksqty 6
Coolersqty 5
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 10

Equipment

Speakersqty 2
Wireless microphone
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cash registersqty 3
Cash boxesqty 3

Decorations

Sinterklaas bannerqty 2
Buntingqty 12
Balloonsqty 100
Artificial pine branchesqty 20
Signage boardsqty 12
Table signsqty 20
Name stickersqty 100

Activities

Craft tablesqty 4
Colored pencilsqty 12
Markersqty 12
Children's apronsqty 20
Children's scissors setsqty 10
Craft matsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4

Cleaning

Waste binsqty 10
Washing-up basinsqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Check the permit and venue rules before inviting stalls or vendors. Confirm whether you need approval for tents, food service, amplified sound, visitor numbers or temporary signage.
Book Sinterklaas and the Pieten early, then build the programme around their arrival time. Send volunteer instructions at least 7 days before the market so everyone knows their position, shift and contact person.
Map the site before setting up stalls. Mark entrances, exits, queues, toilets, first aid, vendor positions and the Sinterklaas area, then use signage boards and barriers to keep routes clear.
Test the power plan on site before market day. Count every coffee machine, hot water boiler, speaker and cash register, use cable mats across walkways, and keep extension cords away from wet areas.
Prepare food, drinks and gifts in separate batches. Chill drinks before opening, label packages for dietary requirements, and keep a small petty-cash float ready rather than trying to find change during the market.

Frequently asked questions

How far in advance should I plan a Sinterklaas market?: Start at least 8 to 12 weeks ahead. Secure the space, check the permit and book Sinterklaas first, then invite vendors and assign volunteers before finalising the layout.
What do I need for a Sinterklaas market stall?: Allow one market stall or tent, one foldable table, seating where needed, a tablecloth, a table sign and suitable lighting or power. Confirm the exact footprint with each vendor at least 2 weeks before setup.
How many volunteers do I need for a Sinterklaas market?: Plan at least one volunteer for each active task area, plus one coordinator and one spare person for breaks. For a small market, that usually means 6 to 10 volunteers; increase the number when queues, gift distribution or food service run simultaneously.
When should I prepare the food and gift packages?: Pack dry gifts and kruidnoten 1 to 2 days before the market. Prepare fresh snacks as close to opening as practical, chill drinks several hours beforehand, and label dietary options before anything reaches the serving table.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.