Sinterklaas Parade Checklist
A Sinterklaas parade needs more than a route and a guest dressed as Sinterklaas. You must arrange permits, traffic control, emergency coordination, volunteers, sound, safety and participant communication before parade day. This checklist puts the work in a practical order, from recording the date and route to printing the final participant list. Use it to spot details that are often left until the last week, such as wristbands, walkie-talkies, dietary requirements and a weather backup plan.
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
Submit Permit and Notification
Confirm the parade location
Make reservations for materials
Develop safety plan
2 people
Work out the traffic plan and route
2 people
Coordinate the route with emergency services
2 people
Send invitations
2 people
Open volunteer sign-ups
Arrange parade guides
2 people
Record music and entertainment
Secure Sinterklaas and Pieten
Order catering
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Check first aid supplies
Distribute the communication plan
Print the route map
Sort wristbands and badges
2 people
Check decorations
2 people
Test sound equipment
2 people
Check lighting plan
Check the weather forecast
Print the final participant list
Do the shopping
3 people
Set up non-perishable supplies
2 people
Lay Out Costume Pieces
2 people
Prepare catering
4 people
Confirm volunteers
Event
Open venue
2 people
Receive materials
4 people
Inspect the site
2 people
Set up tables and chairs
4 people
Build party tents
6 people
Place barriers along the route
6 people
Set up traffic signs
3 people
Hang decorations
4 people
Set up the stage area
3 people
Set up sound equipment
3 people
Connect lighting
2 people
Set up the catering buffet
4 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Set up the information desk
2 people
Set up the first aid station
2 people
Brief volunteers
2 people
Welcome parade participants
4 people
Dress up as Pieten
3 people
Welcome Sinterklaas
2 people
Guide the audience to the starting area
6 people
Support the procession
10 people
Provide music during the procession
2 people
Guide the Audience Along the Route
8 people
Support the Sinterklaas program
4 people
Guide the Photo and Meet-and-Greet Moment
4 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Guide children during activities
6 people
Support the evening program
3 people
Restock catering
3 people
Check toilets
2 people
Guide the audience safely to the exit
6 people
Aftercare
Turn off the sound equipment
2 people
Remove decorations
4 people
Dismantle furniture
5 people
Collect crowd barriers
6 people
Remove traffic signs
3 people
Store food refrigerated
2 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Count and check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Do the final cleaning of the venue
3 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 10
- Folding chairsqty 80
- Buffet tablesqty 4
- Dressing room tablesqty 2
- Coat racksqty 3
- Bollardsqty 20
- Crowd barriersqty 60
Equipment
- Portable sound system
- Wireless microphonesqty 3
- Speakersqty 4
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Battery lampsqty 8
- Walkie-talkiesqty 12
- Laptopsqty 2
- Printer
Decorations
- Sinterklaas flagsqty 20
- Pieten balloonsqty 100
- Balloon archesqty 3
- Buntingqty 15
- Red-and-white ribbonsqty 10
- Welcome signqty 2
- Route arrowsqty 30
- Glue Stripsqty 4
- Cable tiesqty 200
- Rope rollsqty 4
Safety
- First aid kitsqty 2
- Safety vestsqty 20
- Flashlightsqty 8
- Traffic signsqty 12
- Traffic conesqty 30
- Barrier tapeqty 6
- Emergency blanketsqty 10
- Hand warmersqty 30
Tableware
- Reusable drinking glassesqty 150
- Coffee cupsqty 80
- Platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 12
- Serving spoonsqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Ice cube bagsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving bowlsqty 12
- Containers with lidsqty 12
- Kitchen tongsqty 6
- Aluminum foilqty 4
- Cling filmqty 4
Cleaning
- Waste binsqty 12
- Broom setsqty 3
- Mop setsqty 3
- Cleaning bucketsqty 4
- Microfiber clothsqty 20
- Toilet brushesqty 4
- Hand soap dispensersqty 6
Lighting
- String lightsqty 8
- LED floodlightsqty 6
Catering
- Groceries
Tips
- Submit the permit and notification early enough for the required review period, then keep the approved route and parade date in one shared file. Do not wait until the invitations go out to confirm that the route is usable.
- Plan the route with emergency services and mark crossings, barriers, bollards and volunteer positions on the printed route map. Give route guides a copy and walk through the full route before parade day.
- Open volunteer sign-ups before you finalise the schedule. Assign separate people to route guidance, registration, first aid support, sound and the dressing room instead of relying on one general helper.
- Test the portable sound system, mixer, wireless microphones, speakers and extension cords together at the parade location. Check the setup at least one day before the event and keep battery lamps available if the lighting changes.
- Process registrations and dietary requirements before ordering catering, then print the final participant list and sort wristbands and badges. Pack spare copies, pens and a printer or laptop so last-minute changes do not delay registration.
Frequently asked questions
- How early should I apply for a Sinterklaas parade permit?
- Apply as soon as the date and route are reasonably fixed, preferably several weeks before the parade. The exact deadline depends on the municipality, so confirm it before publishing invitations or ordering printed route materials.
- How many volunteers do I need for a Sinterklaas parade?
- Use separate volunteers for each crossing or route section, plus people for registration, first aid support, sound and the dressing room. Set the schedule only after the route and expected participant count are known, and keep at least two reserve volunteers for absences.
- When should I finalise the Sinterklaas parade route?
- Finalise the route before submitting the permit and traffic plan. Recheck it about one week before the parade, then print the final route map and brief parade guides after any changes.
- What should I check the day before a Sinterklaas parade?
- Check the weather forecast, sound and lighting, first aid supplies, barriers, decorations, volunteer contacts and catering. Also confirm Sinterklaas and the Pieten, pack wristbands and badges, and prepare the final participant list before the event starts.
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