Sinterklaas Parade Checklist

A Sinterklaas parade needs more than a route and a visit from Sint. You need permits, trained parade guides, a safe arrival point, working sound equipment and a clear plan for gifts and registrations. This checklist covers the preparation from the first route decision through setup on the day. It also helps you catch details that are often left until the last minute, such as dietary requirements, wristbands, weather checks and traffic barriers.

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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

Set the route and arrival point
2 people
Apply for permits
Recruit parade guides
2 people
Register the Pieten and volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm arrangements with Sint
Check the horse and carriage
2 people
Test music and microphone
2 people
Make route signs
3 people
Sort wristbands and tickets
2 people
Check the gifts
3 people
Try on Pietenpakken
4 people
Prepare decorations
4 people
Do the shopping
3 people
Label the gift tables
2 people
Chill drinks
2 people
Inspect route
3 people
Check the weather forecast

Event

Set up barriers and traffic signs
4 people
Set Up Tent and Info Point
4 people
Set up tables and chairs
4 people
Hang decorations
4 people
Set up the sound system
2 people
Set up the gift table
3 people
Set up drinks and distribution point
3 people
Make coffee and tea
2 people
Apply Pieten makeup
4 people
Receive Sinterklaas and help him get changed
2 people
Brief volunteers
3 people
Open information point
2 people
Guide the audience along the route
10 people
Direct traffic at intersections
6 people
Provide music during the procession
2 people
Accompany St. Nicholas and Pieten
4 people
Give the welcome speech
Guide the children to Sint
4 people
Handing out gifts
4 people
Serve snacks
3 people
Refill drinks
3 people
Empty trash bins
2 people
Restock toilet supplies
Supervise photo moment with St. Nicholas
2 people
Supervise children's activities
4 people
Pieten help with face painting
3 people
See off the last guests
3 people

Aftercare

Clear gift tables
3 people
Remove decorations
4 people
Take down the sound system
2 people
Dismantle furniture
4 people
Collect and sort waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove directional signs
3 people
Clear away fences and traffic signs
4 people
Collect lost and found items
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Wash and store the Piet costumes
2 people
Clear away leftover groceries
2 people
Sweep the venue after the event
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 6
Coat racksqty 2
Clothes racksqty 3
Crowd control barriersqty 24
Traffic conesqty 20
Waste binsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Tea glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 15
Pitchersqty 6

Decorations

Sinterklaas flagsqty 12
Pieten balloonsqty 100
Balloon ribbonqty 4
Buntingqty 10
Plastic candy bagsqty 8
Wrapping paper rollsqty 12
Name badgesqty 150
Directional signsqty 20
Directional signsqty 12

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 5
Power banksqty 6
Coolersqty 5
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 3
Party tent weightsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Cooling packsqty 20
Corkscrewsqty 2
Serving traysqty 8

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cart

Lighting

LED string lightsqty 8
LED lampsqty 10
Flashlightsqty 8

Catering

Groceries

Tips

Set the route and arrival point before applying for permits or inviting families. Mark entrances, crossings and the information point, then inspect the full route again during the final week.
Recruit parade guides early and give them clear positions along the route. For a busy parade, plan at least one guide at each crossing and brief everyone before participants arrive.
Confirm Sint, the Pieten, the horse and carriage, costumes and music at least 7 days beforehand. Test the wireless microphones, battery-powered speakers and extension cords before the setup day.
Sort registrations, dietary requirements, wristbands and tickets before preparing the gifts. Label gift tables and group gifts in advance so volunteers are not searching during the handout.
Check the weather forecast 48 hours before the parade and prepare the tent, barriers, traffic signs and waste bins accordingly. Set up the info point, tables, chairs and decorations before the first families arrive.

Frequently asked questions

How far in advance should I apply for a Sinterklaas parade permit?: Start the permit application at least 8 to 12 weeks before the parade. The exact deadline depends on your municipality and route, so confirm the requirements before sending invitations.
When should I confirm the Sinterklaas parade route?: Set the route and arrival point at least 10 weeks ahead, before registrations open. Inspect the route again 7 days before the event and after the final weather check.
How many parade guides do I need?: Plan at least one guide at every crossing, entrance and key turning point, plus two people at the arrival point. Add one coordinator for every 10 to 15 volunteers so questions reach one person quickly.
When should I prepare the gifts for a Sinterklaas parade?: Check the gift quantities and dietary requirements 7 days before the parade. Label the gift tables and finish sorting the gifts no later than the day before, leaving only the final count for event morning.

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