Sinterklaas Parade Checklist

A Sinterklaas parade needs more than a route and a costumed arrival. You must coordinate permits, traffic control, emergency services, performers, volunteers, sound and the arrival area in the right order. Start with the date and route, then secure approvals and bookings before opening registrations. In the final week, focus on gift packs, dietary requests, signage, weather plans and a clear briefing so everyone knows where to be.

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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
3 people
Apply for a permit
2 people
Submit traffic plan
2 people
Coordinate the route with emergency services
3 people
Reserve arrival location
Reserve music and sound equipment
Book Sinterklaas and Pieten
Arrange first aid staffing
2 people
Schedule traffic controllers
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
2 people
Design route signs
Create volunteer briefing
2 people
Assemble gift packs for children
4 people
Compile the music program
2 people
Print the run sheet
2 people
Do a final check of registrations
2 people
Order diet-friendly snacks
Check the weather forecast
Prepare the backup weather plan
3 people
Do the shopping
3 people
Sort packages
3 people
Inspect route
3 people
Test sound equipment
2 people
Charge batteries and walkie-talkies
2 people
Cordon off the area
6 people
Put up route signs
4 people
Set up traffic barriers
6 people
Set up tables and chairs
4 people
Build party tents
6 people
Hang decorations
4 people
Connect the sound system
2 people
Set up the gift table
3 people
Set out snacks and drinks
4 people
Chill drinks
2 people
Set up first aid table
2 people
Register volunteers
2 people
Brief volunteers
3 people
Welcome Sinterklaas
3 people
Receive the Pieten
3 people

Event

Welcome the audience
6 people
Support the procession
10 people
Keep the route clear
8 people
Provide music
2 people
Support the Sinterklaas program
3 people
Hand out packages
6 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide children
6 people
Register lost property
Provide first aid
2 people
Guide the audience to the exit
4 people

Aftercare

Take down decorations
4 people
Dismantle tables and chairs
4 people
Take down party tents
6 people
Turn off the sound system
2 people
Remove traffic barriers
6 people
Clean up waste
5 people
Clean the grounds
4 people
Wash dishes
3 people
Check materials
2 people
Return borrowed materials
2 people
Handle lost property
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Dressing tablesqty 2
Drink tablesqty 4
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 6
Hot drink urnsqty 4
Kettlesqty 3
Walkie-talkiesqty 10
Power banksqty 6

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Sinterklaas bannerqty 2
Coloring pagesqty 100
Sinterklaas booksqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8

Safety

Traffic barriersqty 30
Route signsqty 16
Conesqty 30
Barrier tapeqty 6
First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 6

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 3

Cleaning

Hand broomsqty 4
Dustpan and brushqty 3
Bucketsqty 4
Mopsqty 4
Cleaning clothsqty 20
Waste binsqty 10

Catering

Groceries

Tips

Start the permit and traffic process as soon as the date and route are fixed. Allow at least 6 to 8 weeks for approvals, a traffic plan and coordination with emergency services.
Book Sinterklaas, the Pieten, sound equipment and first-aid staff before publishing the programme. Confirm arrival and performance times in writing at least 4 weeks ahead.
Close registrations 7 to 10 days before the parade if possible. Use the final list to check numbers, dietary requirements and the quantity of children’s gift packs and snacks.
Prepare the route signs, volunteer briefing and printed run sheet during the week before the event. Include meeting points, shift times, emergency contacts and the exact route order.
Check the forecast 48 hours before the parade and activate the backup weather plan if needed. Keep tents, hot-drink equipment, power supplies and walkie-talkies ready for a wet or cold arrival area.

Frequently asked questions

How far in advance should I organise a Sinterklaas parade?: Start planning at least 8 to 12 weeks before the parade. This gives you time for permits, the traffic plan, emergency-service coordination, performers, sound equipment and volunteers.
Do I need a permit for a Sinterklaas parade?: Often, yes, especially when the parade uses public roads or affects traffic. Check with the relevant municipality as soon as the route is known, preferably at least 6 to 8 weeks before the event.
When should registrations for a Sinterklaas parade close?: Close registrations 7 to 10 days before the event. You need the final numbers to prepare gift packs, order diet-friendly snacks and publish accurate practical information.
What should I do if it rains during the Sinterklaas parade?: Make the weather decision 24 to 48 hours in advance and use a prepared backup plan. Reserve a covered arrival area, protect sound equipment and provide a clear update for volunteers, performers and families.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.