Sinterklaas parade checklist: what to arrange and when

A Sinterklaas parade needs more than a route and a guest of honour. You must coordinate permits, traffic control, performers, volunteers, costumes, refreshments and clear arrival information before the event day. Start with the route and permissions, then build the volunteer schedule and publish the practical details. In the final week, confirm the forecast, prepare emergency information, check communications equipment and sort gifts, treats, wristbands and badges.

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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 route and arrival location
3 people
Check permit and notification
2 people
Create route traffic plan
3 people
Register traffic controllers
2 people
Invite Sinterklaas and Pieten
2 people
Reserve musicians and accompanists
2 people
Send invitations
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Reserve catering and groceries
2 people
Reserve equipment and transport
2 people
Recruit volunteers
3 people
Create volunteer schedule
2 people
Prepare briefing for traffic controllers
2 people
Prepare a volunteer briefing
2 people
Publish route and times
2 people
Check the weather forecast
Prepare a backup weather plan
3 people
Do the shopping
3 people
Check clothing and accessories
3 people
Prepare Piet packages
2 people
Prepare the playlist and announcements
2 people
Print emergency numbers and route maps
2 people
Sort wristbands and badges
2 people
Sort gifts and treats
4 people
Set up tables and chairs
5 people
Build party tents
5 people
Cordon off the arrival area
4 people
Mark audience sections
4 people
Place directional arrows and information signs
3 people
Set up traffic barriers
5 people
Brief traffic controllers
3 people
Test sound and microphones
3 people
Check power supply
2 people
Hang decorations
4 people
Set up the gift table
3 people
Chill drinks
2 people
Set up the coffee and tea station
3 people
Set out snacks and sweets
3 people
Set up the artists' dressing room
2 people

Event

Welcome Sinterklaas and pieten
3 people
Lead the parade
12 people
Staff traffic points
8 people
Guide the audience to sections
4 people
Provide music during the parade
3 people
Deliver announcements
2 people
Hand out treats
6 people
Handing out gifts
5 people
Guide children with Sinterklaas
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Serve diet-friendly snacks
2 people
Register found children
2 people
Collect lost and found items
Empty trash bins
2 people
See the artists off
2 people

Aftercare

Load gifts and costumes
4 people
Switch off sound and power
2 people
Remove decorations
4 people
Take down tables and chairs
5 people
Take down party tents
5 people
Remove traffic barriers
5 people
Collect and sort waste
4 people
Clean the venue
4 people
Check route for litter
4 people
Wash dishes
3 people
Clean coolers and equipment
2 people
Sort and count materials
3 people
Return borrowed materials
2 people
Dispose of waste
2 people
Return lost property
2 people
Store unused groceries
2 people
Collect photo and video material
2 people
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Dressing tablesqty 2
Clothes racksqty 2
Coat racksqty 2
Coolersqty 4
Wooden cratesqty 6

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Rechargeable walkie-talkiesqty 10
Power banksqty 4
Megaphonesqty 2
Flashlightsqty 6
Flashlightsqty 4
Phone chargersqty 6

Traffic equipment

Traffic barriersqty 24
Traffic conesqty 30
Crowd barriersqty 12
Traffic marshal vestsqty 10
Barrier tapeqty 6
Route arrowsqty 20
Information boardsqty 8
No parking signsqty 10

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Balloon ribbonqty 4
Buntingqty 12
Red, white and gold tableclothsqty 10
Sinterklaas postersqty 12
Artificial chimneysqty 2
Light netsqty 4
Adhesive hooksqty 40
Cable tiesqty 200
Duct tapeqty 6

Lighting

LED lampsqty 8
Battery lanternsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 150
Paper platesqty 200
Cutlery setsqty 200
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Ice packsqty 20
Food containersqty 12
Aluminum foilqty 3
Cling filmqty 3
Paper towel holdersqty 3

Sinterklaas materials

Sinterklaas mitresqty 2
Pieten hatsqty 12
Pieten collarsqty 12
Pieten glovesqty 12
Piet wigsqty 12
Piet costumesqty 12
Sinterklaas cloak
Sinterklaas beard
Sinterklaas staff
Golden staff
Gift bagsqty 20
Gift boxesqty 120
Sinterklaas book

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Children's wristbandsqty 200
Safety vestsqty 20
Emergency blanketsqty 4
Hand warmersqty 40

Office

Clipboardsqty 10
Pensqty 30
Printer paperqty 2
Tapeqty 6
Writing foldersqty 10
Route mapsqty 30
Volunteer badgesqty 40
Name stickersqty 100

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Broom setsqty 4
Dustpan and brushqty 4
Bucketsqty 6
Mopsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizerqty 6
Toilet paper holdersqty 2

Catering

Groceries

Tips

Set the route and arrival point first, then allow time for a traffic plan, barriers, cones, route arrows and no-parking signs. Publish the route and times only after traffic controllers and access arrangements are confirmed.
Recruit volunteers early enough to create a written schedule, including traffic controllers, welcome staff, costume support and people handling gifts and treats. Give traffic controllers a separate briefing with the route, stopping points and emergency contacts.
Confirm Sinterklaas, Pieten, musicians and accompanists before sending invitations or publishing the programme. Ask for dietary requirements during registration so catering and groceries can be ordered with the right quantities.
Prepare a weather backup plan before the final week, not when rain is forecast. Check tents, tables, chairs, clothing, accessories and battery-powered equipment, and keep power banks, chargers, flashlights and walkie-talkies together for quick access.
Pack parade-day materials by function: traffic equipment, sound equipment, decorations, dressing items and gifts. Test the battery speaker and wireless microphones, charge walkie-talkies and phones, and print route maps and emergency numbers before loading transport.

Frequently asked questions

How far in advance should I organise a Sinterklaas parade?: Start at least 8 to 12 weeks in advance. Use the first weeks for the route, permit or notification, performers, catering and equipment; use the final 7 days for confirmations, shopping, briefings and packing.
When should I publish the Sinterklaas parade route and times?: Publish them once the route, traffic plan and arrival location are confirmed, ideally 2 to 3 weeks before the parade. Send an update immediately if the weather backup plan changes the meeting point or schedule.
How many volunteers are needed for a Sinterklaas parade?: The number depends on crowd size and route length, but plan separate people for traffic control, welcoming, costumes, sound, gifts and emergencies. Create the schedule at least 1 week beforehand so every role has cover during breaks.
What should I do if it rains during the Sinterklaas parade?: Decide at least 48 hours beforehand which activities move under party tents or indoors and who announces the change. Check the forecast again on the morning itself, and keep route maps, contact numbers and transport instructions ready for all volunteers.

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.