Sinterklaas Parade Checklist: What to Arrange and When

A Sinterklaas parade needs more than costumes and a route. You need permission, traffic control, emergency contacts, sound, volunteers and clear information for families. Start with the date and route, then work through safety, suppliers, registrations and the programme. Use this checklist to keep the parade moving from the first permit application to the final weather check and event-day setup.

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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
Apply for a permit
Check insurance
Reserve arrival location
Arrange music
Develop the traffic plan
2 people
Register traffic controllers
Inform emergency services
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign roles
2 people
Confirm suppliers
Order catering
Check Pieten costumes
2 people
Check Sinterklaas costume
Develop the program
2 people
Print the run sheet
Make route signs
2 people
Publish audience information
Check the weather forecast
Do the shopping
3 people
Lay out costumes
2 people
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Clear the route
4 people
Set up traffic signs
4 people
Put up barriers
6 people
Set up the stage area
4 people
Set up tables and chairs
4 people
Build party tents
6 people
Hang decorations
3 people
Connect the sound system
2 people
Connect lighting
2 people
Set up the catering buffet
3 people
Make coffee and tea
2 people
Apply Pieten makeup
3 people
Dress up Sinterklaas
2 people
Traffic controller briefing
2 people
Volunteer briefing
3 people
EHBO team briefing
2 people
Welcome visitors
6 people
Play music
2 people
Support the procession
10 people
Direct traffic
8 people
Welcome Sinterklaas
3 people
Support the stage program
3 people
Serve snacks
4 people
Refill drinks
3 people
Guide children
6 people
Supervise photo activities
3 people
Empty waste stations
2 people
Check toilets
2 people
See the audience out
4 people

Aftercare

Turn off the sound system
2 people
Remove decorations
3 people
Remove the barriers
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Leave the route clean
4 people
Check materials
2 people
Return borrowed items
2 people
Clean costumes
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Coat racksqty 2

Tableware

Reusable cupsqty 300
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pouring jugsqty 12

Equipment

Mobile sound system
Wireless microphonesqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Hot boxesqty 4
Kettlesqty 3
Coffee machinesqty 2

Lighting

LED string lightsqty 8
LED construction lightsqty 4
Battery lanternsqty 8

Decorations

Pieten bannersqty 12
Sinterklaas flagsqty 12
Balloon archesqty 3
Red carpetsqty 2
Photo backdrop
Decorative packagesqty 12
Decorative staff

Safety

Crowd barriersqty 30
Traffic conesqty 24
Barrier tapeqty 6
Route signsqty 20
Directional signsqty 12
First aid kitsqty 2
Flashlightsqty 8
Safety vestsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Serving tongsqty 8
Thermos flasksqty 8
Chilled drink dispensersqty 4
Aluminum foil dispensersqty 2

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Communication

Walkie-talkiesqty 12
Power banksqty 6
Clipboardsqty 8
Pensqty 24

Costumes

Piet costumesqty 12
Sinterklaas costume
Piet wigsqty 12
Pieten hatsqty 12
Beardsqty 2

Catering

Groceries

Tips

Start the permit and traffic plan at least 8 to 12 weeks before the parade. The route, arrival location, road closures and registered traffic controllers should be agreed before you publish audience information.
Set a registration deadline 10 to 14 days before the event. Use the final list to confirm numbers, dietary requirements, volunteer roles and the amount of catering, cups and seating needed.
Test the mobile sound system and wireless microphones at the actual route or arrival location 3 to 5 days beforehand. Check extension cords, power strips and a backup music player rather than discovering a range problem on parade day.
Prepare costumes and route materials the day before. Lay out Sinterklaas and Pieten costumes, route signs, banners, flags and the run sheet in labelled groups so volunteers can collect them without interrupting setup.
Check the weather forecast 48 hours and again 6 hours before the start. Keep tents, hot boxes, coolers, battery lanterns and warm drinks ready if conditions change, and send one clear update to participants when plans are adjusted.

Frequently asked questions

How early should I apply for a Sinterklaas parade permit?: Submit the permit application at least 8 to 12 weeks before the parade. Some municipalities need extra time to review road closures, the traffic plan, insurance and emergency-service arrangements.
How many volunteers do I need for a Sinterklaas parade?: Plan one clearly assigned volunteer for every key position, plus at least 10% extra cover. For a group of 20 active roles, recruit about 22 volunteers so breaks, illness and last-minute changes do not leave a position unattended.
When should I order catering for a Sinterklaas parade?: Confirm the supplier and order quantities 2 to 3 weeks before the event, using registrations and dietary requirements as your basis. Reconfirm the delivery time and serving equipment 3 to 5 days beforehand.
What should I do the day before a Sinterklaas parade?: Print the run sheet, pack route signs and materials, lay out both costumes, charge or test the sound equipment and check the latest forecast. Keep a final contact list and the traffic plan together for the event team.

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