Sinterklaas Parade Checklist

A Sinterklaas parade needs more than a route and a costumed arrival. You must coordinate permits, traffic control, volunteers, music, catering, registrations and the reception venue in the right order. This checklist helps you record the date and route early, publish clear information, prepare the Sinterklaas story and sort gifts before the final week. It also covers details that are easy to miss, such as dietary requirements, emergency contacts, power for sound equipment and a weather-based backup plan.

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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

Record date and route
2 people
Reserve a reception venue
Confirm the arrival time of Sinterklaas
Check permits and notifications
2 people
Apply for traffic measures
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish route
Book catering
Finalize the music program
Assign the Pieten and guides
2 people
Assign traffic controllers
2 people
Record emergency contact
Buy gifts for Sinterklaas
2 people
Design route signs
Print program flyers
Create a music playlist
Prepare the Sinterklaas story
Collect poems and names
2 people
Check the weather forecast
Share the final volunteer list
Do the shopping
3 people
Sort gifts
3 people
Test the equipment
2 people
Prepare materials
3 people
Set up tables and chairs
5 people
Build party tents
5 people
Set up the reception area
3 people
Hang decorations
4 people
Set up barriers along the route
6 people
Place route signs
3 people
Set up the sound system
2 people
Test music and microphone
2 people
Set up the gift table
2 people
Prepare coffee and tea
3 people
Set out snacks
3 people
Brief volunteers
2 people
Dress up Pieten
4 people

Event

Welcome Sinterklaas
3 people
Welcome the audience
4 people
Provide music for the procession
2 people
Lead the parade
8 people
Staff traffic points
6 people
Guide children
6 people
Address Sinterklaas
Welcome children
4 people
Hand out gifts
4 people
Take photos
2 people
Serve coffee and tea
3 people
Serve hot chocolate
3 people
Serve snacks
3 people
Refill drinks
2 people
Supervise children's activities
4 people
Run the music program
Present the evening program
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
See off the last visitors
3 people

Aftercare

Turn off the sound system
2 people
Remove decorations
4 people
Clear tables and chairs
5 people
Take down party tents
5 people
Wash dishes
3 people
Clean the venue
5 people
Remove directional signs
3 people
Dispose of waste
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 6
Clothes racksqty 2
Crowd control barriersqty 20
Traffic conesqty 24
Waste binsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Cupsqty 150
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Soup kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Thermos bottlesqty 4

Equipment

Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8
Megaphone

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Balloon ribbonqty 4
Buntingqty 12
Welcome sign
Directional signsqty 12
Chalkboardsqty 4
Sinterklaas mitresqty 6
Piet hatsqty 12
Pieten collarsqty 12

Lighting

String lightsqty 6
LED lampsqty 10
Batteriesqty 24

Cleaning

Broomsqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizerqty 6
Toilet paperqty 24
Paper towelsqty 12

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Rain ponchosqty 20

Catering

Groceries

Tips

Start with the date, route and arrival time, then check permits and traffic measures before publishing invitations. Allow at least 6–8 weeks for approvals and road-safety arrangements.
Recruit volunteers early and assign specific roles for Pieten, guides and traffic controllers. Share the final volunteer list at least 3 days before the parade, including an emergency contact.
Publish the route and programme with registration details, then collect dietary requirements before booking catering. Plan food and drinks for the registered group, with hot-drink equipment ready for the reception.
Test the microphones, speakers, mixer, extension cords and power strips at the venue before the event. A short sound check on the same day prevents problems when the music programme and Sinterklaas story begin.
Sort the gifts and collect poems and names before the final week. Check the weather forecast 48 hours beforehand and confirm whether tents, warm drinks, tables and crowd barriers are still needed.

Frequently asked questions

How far in advance should I organise a Sinterklaas parade?: Start 6–8 weeks ahead if the parade uses public roads or needs traffic measures. Use the first two weeks to fix the date and route, check permits and reserve the reception venue.
When should I publish the Sinterklaas parade route?: Publish the confirmed route and programme 2–3 weeks before the parade, after permits and traffic arrangements are approved. Send a final practical update 2–3 days before the event if timings or access points have changed.
How many volunteers do I need for a Sinterklaas parade?: Plan at least 1 guide or marshal for every 20–30 participants, plus separate traffic controllers at each road crossing. Add 2–4 people for registration, catering and gift distribution, depending on the group size.
When should gifts and poems be prepared for Sinterklaas?: Collect names, poems and dietary requirements no later than 10–14 days before the parade. Sort and label the gifts during the final week, then keep a printed list for the event team.

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