Sinterklaas market checklist and planning guide

Planning a Sinterklaas market means coordinating stalls, entertainment, food service, volunteers and gift bags—not just putting up decorations. Start with the date, venue and permit check, then secure stalls, tents and Sinterklaas and Pieten before sending invitations. The final week is for registrations, dietary requirements, shopping, signage and payment preparations. Use this checklist to keep practical details such as power, cold storage, cash change and bad-weather cover from becoming last-minute problems.

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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 location and date
Check permit requirements
Reserve market stalls
Reserve party tents
Book Sinterklaas and Pieten
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Confirm market participants
Work out market layout
2 people
Schedule volunteer shifts
2 people
Prepare weather scenario
2 people
Check power outlets
2 people
Check the shopping list
2 people
Design signage
Print market and price lists
Fill gift bags
3 people
Do the shopping
3 people
Sort inventory
2 people
Chill drinks and dairy products
2 people
Prepare the coffee and tea station
2 people
Sort decorations
2 people
Prepare cash change
Clean the venue
3 people
Set up market stalls
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect lighting
2 people
Hang decorations
3 people
Set Up Market Stalls
6 people
Prepare snacks
3 people
Set up registration point
2 people
Test the cash register and payment terminal
2 people

Event

Give volunteer briefing
2 people
Welcome visitors
3 people
Staff the market stalls
6 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Support the Sinterklaas program
3 people
Collect waste and empty crates
2 people
See visitors out
2 people

Aftercare

Close the register
2 people
Take down market stalls
4 people
Take down party tents
4 people
Put furniture back
4 people
Wash dishes
3 people
Clean the venue
4 people
Take out the trash
2 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Market stallsqty 8
Party tentsqty 2
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6

Equipment

Coolersqty 4
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 4

Lighting

String lightsqty 6
LED lightsqty 8

Decorations

Sinterklaas flagsqty 6
Pieten balloonsqty 50
Paper garlandsqty 10
Sinterklaas mailbox
Gift bagsqty 120
Name badgesqty 150
Information boardsqty 8
Directional signsqty 10

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Check permit requirements as soon as the location and date are confirmed. Allow at least 4–6 weeks for approvals, especially if the market uses outdoor stalls, tents or amplified entertainment.
Reserve market stalls, party tents and key performers before sending invitations. A simple layout showing entrances, food service, stalls and power points will prevent equipment and visitor routes from conflicting.
Close registration several days before the market and record dietary requirements in one participant list. Use the final headcount to calculate gift bags, cups, plates, drinks and food instead of shopping from estimates.
Prepare the practical setup the day before where possible: print market and price lists, sort inventory, chill dairy products and drinks, and fill gift bags. Keep payment terminals, cash change, extension cords and power strips together in a clearly labelled box.
Write a weather scenario with a decision deadline, such as 48 hours before opening. Check that tents, tables, lighting and electrical equipment still work in the revised layout, and schedule volunteers in shifts so the coffee station and market remain covered.

Frequently asked questions

How far in advance should I organise a Sinterklaas market?: Start planning at least 8–12 weeks before the market. Confirm the venue, date, permits, stalls, tents and Sinterklaas and Pieten first; send invitations only after those basics are secure.
When should I ask for dietary requirements?: Ask for dietary requirements when registrations open and set a clear closing date 5–7 days before the market. Update the participant list immediately so shopping and food preparation are based on the final numbers.
What should I prepare the day before a Sinterklaas market?: Prepare gift bags, printed price lists and signage, sort stock, chill drinks and dairy products, and set up the coffee and tea supplies where possible. Pack payment equipment, cash change and power cables together before the final venue setup.
How many volunteers do I need for a Sinterklaas market?: Plan at least 1 volunteer per active area or task, plus 1 floating coordinator for every 4–6 volunteers. Schedule shifts of about 2–3 hours so the coffee station, stalls, welcome point and cleanup are covered throughout the market.

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