How to organise a King’s Day celebration

Start your King’s Day celebration plan with the date, programme and guest process, then work backwards from the event day. Confirm dietary requirements before finalising food, volunteers and seating. Suppliers, venue access and sound equipment need attention well before decorations go up. On the final day, check the forecast, finish shopping, chill drinks and separate allergens before setting up tables, seating and orange decorations.

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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

1
Publish the date and program
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Create final guest list
6
Confirm supplier agreements
7
Arrange the venue and key
8
Compile the music program
2 people
9
Record game activities
2 people
10
Assign volunteers
11
Print contact list
12
Check the weather forecast
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Set up non-perishable supplies
2 people
16
Chill drinks
2 people
17
Prepare snacks
4 people
18
Pack allergens separately
2 people
19
Check equipment
2 people
20
Load transport
3 people
21
Inspect the site
2 people
22
Set up tables
4 people
23
Set up chairs and benches
4 people
24
Hang decorations
4 people
25
Connect the sound system
2 people
26
Set out game materials
3 people
27
Set up the buffet and bar
4 people
28
Prepare coffee and tea
2 people
29
Lay out crockery and cutlery
2 people
30
Set up safety equipment
2 people
31
Carry out the final site check
2 people

Event

32
Welcome guests
3 people
33
Announce the program
34
Supervise game activities
4 people
35
Serve snacks
3 people
36
Hand out drinks
3 people
37
Refill drinks
2 people
38
Restock the buffet
2 people
39
Collect waste
2 people
40
Provide music
41
Turn on the lights
42
Announce the final round
43
See off guests
3 people

Aftercare

44
Turn off the sound equipment
2 people
45
Remove decorations
3 people
46
Dismantle furniture
4 people
47
Wash dishes
3 people
48
Sort and remove waste
3 people
49
Clean the grounds
4 people
50
Store materials dry
2 people
51
Count inventory
52
Return borrowed items
2 people

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Beer benchesqty 12
Party tentsqty 3
Bar stoolsqty 6

Tableware

Reusable cupsqty 180
Platesqty 150
Cutlery setsqty 150
Coffee mugsqty 80
Serving plattersqty 12
Serving tongsqty 6

Decorations

Dutch flagsqty 8
Orange buntingqty 10
Orange balloonsqty 100
Tableclothsqty 12
Balloon pumpqty 2
Cable tiesqty 100

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 6
Coolersqty 4
Bluetooth speaker

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Bottle openersqty 4
Measuring cupsqty 2

Lighting

LED string lightsqty 6
LED work lightsqty 4

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 2

Game materials

Ring toss setsqty 2
Trash bagsqty 12
Sidewalk chalk setsqty 4
Tug-of-war ropesqty 2

Catering

Groceries

Tips

Publish the date and programme before sending invitations, and give guests a clear registration deadline so you can create a reliable final guest list.
Collect dietary requirements during registration, then pack allergen-sensitive snacks separately. Do this before shopping and label the separate portions clearly.
Confirm supplier agreements and venue access several days ahead, including when you can collect the key. A late key handover can delay tables, benches and party tents.
Check sound equipment before loading transport: test the mixer, active speakers, microphones, extension cords and power strips together rather than discovering a missing connection on site.
On the event day, check the weather before setup. Chill drinks while non-perishable supplies are placed, then inspect the site before connecting the sound system and hanging flags or bunting.

Frequently asked questions

How far in advance should I plan a King’s Day celebration?: Publish the date and programme at least 4 to 6 weeks ahead. Set the registration deadline about 7 days before the celebration so you have time to confirm food, seating and volunteer duties.
How many drinks should I prepare for King’s Day?: Plan for 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour. Add water separately and chill the drinks before guests arrive.
When should I collect dietary requirements?: Ask for dietary requirements when guests register, ideally no later than 7 days before the event. Finalise the guest list and shopping quantities after that deadline.
When should I set up the venue for a King’s Day celebration?: Inspect the site and begin setup several hours before guests arrive. Set up tables, chairs or benches first, then decorations and sound equipment, leaving enough time for an equipment test.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.