How to organise a King’s Day celebration

Start your King’s Day celebration plan with the date, programme and venue, then confirm permits and reservations before inviting people. Use registrations to estimate food, drinks, seating and volunteer cover, and collect dietary requirements early. The final week is for deliveries, shopping, decorations and equipment checks. On the day itself, inspect the site before setting up tents, tables, signs and the stage area, then keep a short checklist for weather, first aid and closing tasks.

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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
Set the date and program
2 people
2
Check the venue
2 people
3
Check permits
4
Make reservations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Publish the program
10
Confirm deliveries
11
Check the weather forecast
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare snacks
4 people
16
Sort decorations
2 people
17
Test the equipment
2 people
18
Prepare the cash register
2 people
19
Check first aid supplies
20
Pick up keys
21
Inspect the site
3 people
22
Set up tables and chairs
5 people
23
Build party tents
6 people
24
Mark off the stage area
2 people
25
Hang decorations
4 people
26
Place flags
3 people
27
Set up the sound system
3 people
28
Connect the lighting
2 people
29
Set up the buffet
4 people
30
Set up the bar
3 people
31
Prepare coffee and tea
2 people
32
Set out snacks
4 people
33
Check toilets
2 people
34
Place waste stations
2 people
35
Put up the information board
36
Welcome volunteers
2 people
37
Final safety sweep
3 people

Event

38
Welcome guests
3 people
39
Check off registrations
2 people
40
Guide orange activities
6 people
41
Supervise children's games
5 people
42
Provide music
2 people
43
Serve drinks
3 people
44
Serve snacks
3 people
45
Serve coffee and tea
2 people
46
Refill drinks
2 people
47
Restock the buffet
2 people
48
Collect waste
2 people
49
Check toilets
2 people
50
Guide the photo moment
2 people
51
Support awards ceremony
3 people
52
Support the evening program
4 people
53
Turn on lighting
2 people
54
Announce the final round
55
See off guests
3 people

Aftercare

56
Turn off the music
2 people
57
Clear away food and drinks
4 people
58
Sort waste
3 people
59
Wash dishes
4 people
60
Clean the bar
2 people
61
Clear tables and chairs
5 people
62
Take down party tents
6 people
63
Remove decorations
3 people
64
Clean the grounds
5 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Hand over the venue
2 people
68
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Buffet tablesqty 4
Bar stoolsqty 8
Waste binsqty 6

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 8
Pitchersqty 8

Decorations

Orange pennantsqty 8
Red, white and blue flagsqty 6
Orange balloonsqty 150
Balloon pumpqty 3
Balloon ropeqty 3
Orange tableclothsqty 12
Crown decorationsqty 10
Welcome sign
Program postersqty 8

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 4

Lighting

LED string lightsqty 6
LED Lampsqty 8
Battery lanternsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 3
Cutting boardsqty 4
Chef's axesqty 3
Bread knivesqty 3
Measuring cupsqty 3
Cooling racksqty 4

Sports equipment

Orange conesqty 30
Tug of war ropeqty 2
Trash bagsqty 20
Tin can toss setsqty 3
Ring toss setsqty 3
Footballsqty 4
Skipping ropesqty 10
Prizes and medalsqty 40

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 3
Hand soap dispensersqty 4
Litter pickersqty 3

Catering

Groceries

Tips

Set the programme before sending invitations. Publish the schedule early enough for people to plan, and use registrations to estimate how many reusable glasses, plates, chairs and buffet places you need.
Check permits and venue restrictions before booking suppliers. Confirm where party tents, speakers, extension cords, waste bins and the stage area may be placed, especially if the celebration uses outdoor space.
Assign volunteers by time slot rather than asking for general help. Cover registration, the cash register, food service, rubbish checks and closing, with at least one named person responsible for each area.
Do the final shopping after checking registrations and dietary requirements. Chill drinks before guests arrive, prepare snacks in advance, and keep serving platters, tongs, pitchers and tableware together for quick setup.
Treat setup as a separate operation with a fixed start time. Inspect the site, pick up the keys, build the tents, arrange tables and chairs, test the mixer, microphones and battery-powered speakers, and check the weather forecast before committing to the layout.

Frequently asked questions

How far in advance should I plan a King’s Day celebration?: Start at least 6 to 8 weeks ahead if you need a venue, permits or equipment reservations. Send invitations once the date, programme and main practical arrangements are confirmed.
When should I check permits for a King’s Day celebration?: Check permit requirements before booking the venue or publishing the programme, ideally 6 weeks before the event. Local processing times vary, so do not leave this until the final week.
How many drinks should I buy for King’s Day?: For the first hour, plan on 2 to 3 drinks per person, then about 1 to 2 drinks per person per hour depending on the programme and weather. Add water and allow extra cooling space for deliveries and last-minute purchases.
When should I set up the venue on King’s Day?: Set up several hours before guests arrive, with enough time to build party tents, arrange furniture and test the sound equipment. Finish the weather and site inspection before putting out food or opening the cash register.

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.