What you need for a Sinterklaas parade

A Sinterklaas parade needs more than gifts and costumes. Use this shopping list to prepare the reception area, serve drinks and snacks, decorate the route, and keep announcements audible. Plan quantities around your expected crowd, then add a small reserve for spills, lost cups and extra helpers. Check power, weather protection and communication equipment before parade day; these are often arranged too late.

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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
Coat racksqty 2

Tableware

Reusable cupsqty 350
Coffee cupsqty 100
Platesqty 250
Dessert platesqty 150
Forksqty 250
Spoonsqty 150
Pliersqty 8
Pitchersqty 6

Decorations

Sinterklaas flagsqty 12
Pieten flagsqty 8
Balloonsqty 150
Balloon ribbonqty 3
Buntingqty 12
Christmas tree lightsqty 4
Photo frame
Red carpetsqty 2
Wrapping paper
Name stickers
Tape
Rope

Equipment

Speakersqty 2
Microphonesqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Walkie-talkiesqty 8
Megaphoneqty 2
Speaker standsqty 2
Laptop
Music playlist
Spare batteries
Charging stationsqty 2

Lighting

LED work lightsqty 6
String lightsqty 6
Flashlightsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Serving trays with lidsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Waste binsqty 8
Broomqty 3
Eye-catchersqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Towelsqty 12
Laundry basketsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 12 liters
- Whipped cream - 8 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Multi-fruit juice - 6 packs
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 6 bottles
- Bacardi-free children's champagne - 12 bottles
- Speculaas - 12 packs
- Speculaas cookies - 18 bags
- Speculaas cookies - 12 bags
- Filled speculaas - 6 pieces
- Apple pie - 6 pies
- Cream puffs - 8 boxes
- Mini muffins - 8 boxes
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Savory nuts - 6 bags
- Salted breadsticks - 6 packs
- Cucumbers - 8 pieces
- Cherry tomatoes - 8 trays
- Carrots - 4 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Salami - 1 kilo
- Vegetarian spreads - 6 tubs
- White bread - 8 loaves
- Multigrain bread - 6 loaves
- Mini rolls - 300 pieces
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 packs
- Teaspoons - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Tissues - 12 boxes
- Hand soap - 6 bottles

Safety

Crowd barriersqty 20
Traffic conesqty 20
Barrier tape
Reflective vestsqty 20
Flashlights with red lightqty 6
First aid kit
Emergency blanketqty 4
Fire extinguisherqty 2
Floor markings

Information

Route signsqty 12
Program postersqty 8
Directional signsqty 12
Clipboardsqty 6
Markers
Pen sets
Name badgesqty 40
Run sheetsqty 20

Tips

For the first hour, allow 2–3 drinks per person, then add 10% extra. Count reusable cups and coffee cups separately if you are serving both cold drinks and hot coffee.
Provide 1 plate and 1 dessert plate per guest, plus 10% spare. Match forks and spoons to the food you are serving rather than buying equal amounts automatically.
Put decorations up in route sections, not only at the reception point. Prepare flags, bunting, balloons and ribbon in separate bags so volunteers can set up each zone quickly.
Test speakers, microphones, mixer, extension cords and power strips at least 24 hours beforehand. Bring charged power banks and keep cables away from the public walking route.
Cover the reception and buffet area with party tents if rain is possible, and prepare tables, chairs and coat racks before visitors arrive. Red carpets and a photo frame should be placed where they do not narrow the route.

Frequently asked questions

How many cups do I need for a Sinterklaas parade?: Plan 2–3 cups per person for the first hour if each guest may have more than one drink, plus 10% spare. For 100 visitors, that means roughly 220–330 reusable cups, depending on how quickly they are collected and washed.
How much food and tableware should I buy for the reception?: Use your registration count as the base and add 10% for late arrivals and extra portions. Buy at least one plate and one dessert plate per guest, with matching forks and spoons and a separate reserve for volunteers.
When should I test the sound equipment?: Test the speakers, microphones, mixer, stands and cables at least 24 hours before the parade. Repeat a short sound check 60 minutes before the start, when the route and audience zones are already in place.
What should I prepare for bad weather?: Have party tents, covered storage and a confirmed backup plan ready before the weather becomes uncertain. Check the forecast 48 hours ahead and again on the morning of the parade, then move food, gifts and electrical equipment under cover.

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