How to organise a King’s Day concert

A King’s Day concert needs more than a stage and a programme. Start by confirming the date and location, then handle permits, performers and technical requirements before you invite anyone. In the final weeks, coordinate catering, registrations, volunteers, safety and power. On the day itself, allow time for sound and lighting checks, chilled drinks, snacks and clear audience information. This approach keeps last-minute problems from reaching the performers or the audience.

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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
Confirm date and location
2 people
2
Check permits
3
Contact performers
2 people
4
Confirm performances
2 people
5
Create the program
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Make reservations
10
Order catering
2 people
11
Reserve sound system
12
Reserve lighting
13
Check power supply
2 people
14
Prepare safety plan
2 people
15
Determine evacuation routes
2 people
16
Arrange first aid appointments
17
Assign volunteers
2 people
18
Send artist information
19
Gather technical requirements
20
Publish audience information
21
Check the weather forecast
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Collect materials
2 people
26
Open venue
2 people
27
Inspect the site
2 people
28
Mark off the stage area
3 people
29
Set up tents
4 people
30
Set up tables
3 people
31
Set out chairs
3 people
32
Set up the bars
3 people
33
Set up the sound system
3 people
34
Connect microphones
2 people
35
Install lighting
2 people
36
Cover cables safely
2 people
37
Hang up decorations
3 people
38
Dress the stage
2 people
39
Set up catering
3 people
40
Check toilets
2 people
41
Place waste stations
2 people
42
Signpost the entrance
2 people
43
Perform the technical sound check
3 people
44
Have the performers do a sound check
3 people
45
Give staff briefing
2 people

Event

46
Welcome the audience
4 people
47
Announce the program
48
Guide the performances
3 people
49
Welcome guests
2 people
50
Serve snacks
3 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Provide coffee and tea
2 people
54
Restock the buffet
2 people
55
Keep tables clean
2 people
56
Empty trash bins
2 people
57
Clean the toilets in between
2 people
58
Answer audience questions
2 people
59
Announce the final performance
60
Guide the audience to the exit
3 people

Aftercare

61
Turn off the sound equipment
2 people
62
Store drinks safely
2 people
63
Clean up catering
3 people
64
Clear tables and chairs
4 people
65
Remove decorations
3 people
66
Take down tents
4 people
67
Collect waste
3 people
68
Wash dishes
3 people
69
Clean the venue
4 people
70
Pack equipment
3 people
71
Roll up cables
2 people
72
Count materials
2 people
73
Return borrowed items
2 people
74
Check deposit materials

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 150
Bar stoolsqty 8
Beer tablesqty 4
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Audio cablesqty 12
Music standsqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12

Lighting

LED light panelsqty 8
Light standsqty 4
Decorative light garlandsqty 10
Battery lanternsqty 8

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Stage drapesqty 3
Tapeqty 8
Cable tiesqty 200
Buntingqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving boardsqty 6
Serving spoonsqty 8
Pliersqty 8
Measuring cupsqty 3
Bottle openersqty 6
Corkscrewsqty 3
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 3
Crowd control barriersqty 12
Conesqty 12
Flashlightsqty 6
Safety vestsqty 12

Communication

Walkie-talkiesqty 8
Name badgesqty 30
Program leafletsqty 200
Directional signsqty 12
Whiteboard

Catering

Groceries

Tips

Confirm the date and location before contacting performers or publishing invitations. Check permit requirements early, because approval can affect the programme, capacity and layout.
Ask each performer for technical requirements at least 4–6 weeks before the concert. Use the replies to confirm the mixer, microphones, DI boxes, monitor speakers, cables and power points you need.
Build the programme around setup and soundcheck time, not only performance times. Reserve at least 90 minutes before the first act for equipment checks, lighting, cable routing and a final safety walk-through.
Set a firm registration deadline 7–10 days before the concert. Use the final number to plan catering, dietary requirements, reusable glasses, plates, cutlery, tables and seating.
Assign volunteers to specific shifts and areas at least one week in advance. Include separate responsibility for the bar, audience information, performer support, first aid and evacuation routes, and check the weather forecast before deciding how to use party tents.

Frequently asked questions

How far in advance should I organise a King’s Day concert?: Start 3–6 months in advance if performers, permits or hired technical equipment are involved. Confirm the date and location first, then secure performers and permits before sending invitations.
When should I book sound and lighting for a King’s Day concert?: Reserve the sound system and lighting at least 6–8 weeks before the event. Collect performers’ technical requirements 4–6 weeks ahead so speakers, microphones, stands, cables, DI boxes and power supplies match the programme.
How many drinks should I buy for a King’s Day concert?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person per hour. Add non-alcoholic options and chill the drinks several hours before doors open.
When should I send invitations and close registrations?: Send invitations 3–4 weeks before the concert and close registrations 7–10 days before it. That gives you a reliable headcount for catering, dietary requirements, seating and reusable tableware.

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