Sinterklaas Parade Checklist

A Sinterklaas parade needs more than a date, a route and a guest of honour. You need permits, traffic control, volunteers, a clear public programme and a reception venue, all coordinated in the right order. Start with the route and municipal approvals, then arrange Sinterklaas, Pieten, music and staffing. In the final week, confirm participants, print contact details, prepare route signs and check the weather before setting up tables, tents, sound and refreshments.

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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

Confirm date and route
2 people
Apply for permits
Coordinate the route with the municipality
2 people
Draw up traffic plan
2 people
Prepare safety plan
2 people
Reserve a reception venue
Invite Sinterklaas
Invite Pieten
Record music accompaniment
Assign first aid volunteers
Recruit traffic controllers
2 people
Recruit volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
Inform the neighborhood about the route
2 people
Communicate traffic measures
Check the weather forecast
Create final participant list
2 people
Create volunteer schedule
2 people
Print contact list
Prepare route signs
2 people
Sort wristbands
2 people
Sort Sinterklaas gifts
3 people
Check Sinterklaas costume
Check Pieten costumes
2 people
Set up the music playlist
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up gift tables
2 people
Clean the reception area
3 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
4 people
Hang decorations
3 people
Put up route signs
4 people
Set up drink station
3 people
Display gifts
3 people
Test sound equipment
2 people
Set up the first aid station
2 people
Brief volunteers
3 people
Position traffic marshals
6 people

Event

Welcome children
4 people
Guide the audience along the route
6 people
Support the procession
8 people
Provide music during the procession
2 people
Welcome Sinterklaas
3 people
Deliver the welcome speech
Guide children to the reception area
5 people
Hand out gifts
4 people
Supervise the photo corner
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Escort children to parents
4 people
See off the last guests
3 people
Relieve traffic controllers
2 people
Close gifts and cash register
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the reception area
3 people
Remove route signs
4 people
Dispose of waste
3 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Chairsqty 80
Folding benchesqty 6
Drink tablesqty 3
Coat racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Cake platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
traysqty 6

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 4
Route signsqty 12
Crowd barriersqty 20
Traffic conesqty 20
Walkie-talkiesqty 8
Megaphoneqty 2
First aid kit
Flashlightsqty 6
Clipboardsqty 6
Markersqty 12
Scissorsqty 6
Duct tapeqty 6
Ropeqty 4
Staplersqty 2

Lighting

LED lampsqty 6
Light Stripsqty 4

Decorations

Sinterklaas flagsqty 20
Pieten balloonsqty 100
Buntingqty 12
Balloon pumpqty 2
Photo frame
Red carpet
Gift bagsqty 80

Catering

Groceries

Tips

Start with the route and permits before inviting families. Confirm the date and route, coordinate both with the municipality, and allow at least 6–8 weeks for permits and traffic measures.
Plan people as carefully as equipment. Assign first-aid volunteers, recruit traffic controllers and create a volunteer schedule at least 7 days before the parade so every crossing and reception task has cover.
Tell residents what will happen before the parade week. Publish the route, programme and traffic measures at least 10–14 days in advance, including expected timings and road restrictions.
Treat the reception as a separate setup. Reserve the venue early, then check that you have enough seating, coat racks, drink tables, reusable cups, coffee equipment and serving items for the registered group.
Do the final operational check 24–48 hours before starting. Confirm the participant list, weather forecast, music, microphones, power supplies, route signs and wristbands, and print a contact list for coordinators and volunteers.

Frequently asked questions

How far in advance should I organise a Sinterklaas parade?: Begin planning at least 8–12 weeks ahead. Use the first weeks for the date, route, municipal coordination and permits, then arrange performers, volunteers, invitations and the reception.
When should I apply for a Sinterklaas parade permit?: Apply as soon as the date and route are reasonably fixed, preferably 6–8 weeks before the parade. Municipal processing times vary, and traffic and safety plans may be required with the application.
When should invitations for a Sinterklaas parade be sent?: Send invitations about 3–4 weeks before the event and set a registration deadline 7–10 days before it. That leaves time to collect dietary requirements and create the final participant list.
What should I check the day before a Sinterklaas parade?: Check the weather, route signs, wristbands, volunteer schedule, contact list, music and sound equipment 24–48 hours beforehand. Also confirm access to the reception venue, power, tables, seating and refreshments.

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