Sinterklaas Parade Checklist

A Sinterklaas parade needs more than a route and a costumed arrival. You have to secure permission for the procession, arrange traffic control, brief volunteers and prepare a reception venue for after the walk. This checklist covers the planning sequence, from recording the date and route to sorting gifts, printing participant information and checking equipment. Use it to avoid the details that are often left until the final week, especially resident notices, dietary requirements, power and weather arrangements.

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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
Apply for parade permit
Request traffic control
Book Sinterklaas
Capture Pieten
Record music accompaniment
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign traffic posts
2 people
Develop the program
2 people
Make route map
Inform residents along the route
2 people
Book catering
Assemble gift bags
4 people
Make name tags for children
2 people
Create a music playlist
Check the weather forecast
Adjust the route for weather conditions
2 people
Print participant list
Prepare wristbands and labels
2 people
Sort gifts by group
3 people
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out costumes
2 people
Set out route signs
2 people
Set up traffic barriers
4 people
Clean the reception area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang decorations
3 people
Check sound
2 people
Set up the gift table
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Put on costumes
4 people
Brief volunteers
3 people

Event

Staff the reception point
2 people
Welcome visitors
4 people
Label children with name tags
3 people
Assemble parade participants
4 people
Lead the parade
8 people
Staff traffic posts
6 people
Provide music during the parade
2 people
Welcome Sinterklaas
2 people
Give the welcome speech
Guide children to their seats
4 people
Accompany Sinterklaas songs
2 people
Hand out gifts
5 people
Guide photos with Sinterklaas
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Escort children to parents
3 people
Assist the Sinterklaas farewell
3 people

Aftercare

Clear away dishes
3 people
Pack leftover food
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Clear away sound equipment
2 people
Remove route signage
3 people
Remove traffic barriers
4 people
Clean the venue
4 people
Dispose of waste
2 people
Return costumes
2 people
Return borrowed materials
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 80
High tablesqty 6
Gift tablesqty 3
Clothes racksqty 2
Storage cratesqty 12
Tableclothsqty 12

Equipment

Wireless microphonesqty 2
Portable speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Camera
Thermos flasksqty 6
Coolersqty 4
Flashlightsqty 6

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Balloon archesqty 2
Buntingqty 12
Welcome banner
Route arrowsqty 12
Chalkboardsqty 4
Balloon weightsqty 8
Ropeqty 2
Cable tiesqty 200
Gaffer tapeqty 4
Chimney backdrop
Photo frame

Costumes

Sinterklaas costume
Piet costumesqty 4
Saint Nicholas mitre
Piet hatsqty 4
Sinterklaas beard
Piet wigsqty 4
Sinterklaas staff
Pieten glovesqty 4

Gifts

Gift bagsqty 100
Shoe giftsqty 100
Gift tagsqty 110
Wrapping paperqty 10
Gift ribbonqty 6
Tapeqty 6
Sinterklaas stickersqty 200

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6
Coffee spoonsqty 40

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Oven mittsqty 4
Ice packsqty 20
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2

Lighting

String lightsqty 6
LED lanternsqty 8
Battery lightingqty 6

Safety

Traffic barriersqty 20
Traffic conesqty 20
Safety vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Registration

Registration formsqty 120
Name labelsqty 120
Wristbandsqty 120
Pensqty 20
Clipboardsqty 6

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Start with the date, route and permits. Apply for the parade permit and request traffic control before inviting participants, then allow enough time for any changes requested by the authorities.
Plan the route as an operational map, not just a line on paper. Mark traffic posts, volunteer positions, route arrows, power needs and a weather alternative so the parade can still move safely if conditions change.
Set a firm registration deadline at least 7 days before the parade. Use the final list to prepare name tags, wristbands, labels, dietary information and gifts sorted by group.
Brief volunteers with named positions and walkie-talkies before the event starts. Assign traffic posts, reception duties and gift-table responsibilities so no one has to decide during the procession.
Test sound and lighting at the actual route and reception area 1–2 days beforehand. Check microphones, portable speakers, music, extension cords, power banks and flashlights, and keep a weather check scheduled for the final 48 hours.

Frequently asked questions

How far in advance should I apply for a Sinterklaas parade permit?: Start the permit application at least 8–12 weeks before the parade. Traffic control, route changes and resident notifications may require additional approval, so do not wait until invitations have been sent.
When should registrations and dietary requirements close?: Close registrations about 7 days before the event. That gives you time to print the participant list, prepare labels and name tags, sort gifts and give catering a confirmed dietary count.
How many volunteers do I need for a Sinterklaas parade?: Plan at least 1 volunteer for each traffic post, plus 2–4 people for reception, gifts and equipment. Add a coordinator and a reserve for a small parade; larger routes need more posts based on crossings and road closures.
When should I check the weather and change the parade route?: Check the forecast 48 hours before the parade and again on the morning itself. If rain, wind or cold affects safety, use the prepared alternative route and notify residents, volunteers and participants immediately.

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