Sinterklaas market checklist

A Sinterklaas market needs more than decorated stalls and a date. You need to coordinate stallholders, registrations, deliveries, power, routes and volunteers before the doors open. This checklist puts the work in a practical order, from confirming the location and layout to preparing drinks, snacks and cash on the day. Use it to spot the details that are easy to leave until the last minute, such as dietary requirements, cable safety and clear booth numbers.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and opening hours
2 people
Confirm market location
Work out market layout
2 people
Contact stallholders
2 people
Process stall registrations
2 people
Confirm booth rental
Design invitations
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Share booth layout
Map out power outlets
2 people
Determine parking and walking routes
2 people
Prepare route signs
2 people
Make name badges
2 people
Create volunteer schedule
2 people
Confirm deliveries
Check the weather forecast
Collect booths and materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the coffee and tea station
2 people
Exchange cash
Test the cash register and payment methods
2 people
Set up tables and stalls
6 people
Set out chairs
3 people
Connect power and extension cords
2 people
Hang lighting
3 people
Hang Sinterklaas decorations
3 people
Place stall numbers
2 people
Set up signage
2 people
Dress the stall tables
4 people
Receive booth holders
2 people
Guide booth holders to their spots
2 people
Build the catering buffet
3 people
Set out snacks and pastries
3 people
Set out coffee and tea
2 people
Set up the entrance and ticket desk
2 people
Check toilets
Carry out opening check
3 people

Event

Welcome visitors
2 people
Collect admission fees
2 people
Support stallholders
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Clean the toilets in between
Check stock
Secure the cash proceeds
2 people
Inform stallholders about closing
See off the last visitors
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Clear away unsold catering
3 people
Wash dishes
3 people
Take down tables and chairs
5 people
Remove decorations and lighting
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Return materials
3 people
Empty and clean coolers
2 people
Register cash takings
2 people
Collect lost and found items
Store leftover stock
2 people
Carry out the final cleaning round
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 8
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 16
Clothes racksqty 4
Storage cratesqty 12

Decorations

Sinterklaas flagsqty 20
Sinterklaas helper postersqty 12
Paper garlandsqty 20
Balloonsqty 100
Balloon weightsqty 12
Shoe gift boxesqty 6
Plastic mitersqty 10
Plastic staffqty 2
Decorative giftsqty 20
Booth number signsqty 12
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Tableware

Coffee cupsqty 80
Tea glassesqty 40
Water glassesqty 80
Cake platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80
Serving plattersqty 20
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coffee filtersqty 200
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Tongs and serving spoonsqty 12
Food containersqty 12
Aluminum foilqty 3

Equipment

Cash register
Payment terminal
Cash box
Walkie-talkiesqty 6
Megaphone
Flashlightsqty 6
Cable reelsqty 4

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 4
Serving plattersqty 12
Cooling platesqty 8
Cash envelopesqty 12
Price labelsqty 200
Wrapping paperqty 10
Gift ribbonqty 6
Gift bagsqty 100
Packing boxesqty 50
Rolls of tapeqty 12
Scissorsqty 8
Pen setsqty 12
Notepadsqty 8
Menu boardsqty 6
Clipboardsqty 6
Name badgesqty 60
Wristbandsqty 300
Cash Bagsqty 10
Safe
Small change traysqty 4
Price listsqty 20
Vendor Foldersqty 12
Floor plansqty 50

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 8
Waste binsqty 4
Toilet brushesqty 2

Tips

Confirm the market date, opening hours and location before contacting stallholders. Once registrations start, send each participant the booth layout and explain where to unload and park.
Plan the layout around power outlets, walking routes and storage space. Leave clear paths for visitors and cover extension cords with cable mats rather than running them across open walkways.
Set a registration deadline and collect dietary requirements at the same time. You will then know how many name badges, volunteers, snacks and suitable refreshments to prepare.
Create the volunteer schedule before setup day, with named people for deliveries, booth collection, signage, the coffee and tea station and exchanging cash. A schedule with start times prevents every task from landing on one person.
Check the weather forecast a few days before the market and prepare the party tents, weights, lights and route signs accordingly. Chill drinks and finish the snack setup shortly before opening so the serving area stays tidy.

Frequently asked questions

How far in advance should I organise a Sinterklaas market?: Start at least 8 to 12 weeks before the market. Confirm the date, location and opening hours first, then allow several weeks for stallholder registrations, invitations and layout planning.
How many volunteers do I need for a Sinterklaas market?: For a small market, plan at least 1 volunteer per 5 to 8 stalls, plus separate cover for setup and refreshments. Add extra people if deliveries, parking guidance or cash handling happen at the same time.
When should I send invitations for a Sinterklaas market?: Send the first invitations 6 to 8 weeks before the event and set a registration deadline around 3 weeks before opening. This leaves time to collect dietary requirements, assign booths and share arrival instructions.
When should I check the weather and prepare the market setup?: Check the forecast 3 to 5 days before the market, then confirm the final setup on the morning itself. Put up tents, signs, lights and cable mats before stallholders arrive, leaving at least 60 minutes for a safety check.

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.