How to organise a King's Day festival

A King's Day festival needs more than a programme and orange decorations. Start by fixing the date, site layout and activities, then work through permits, bookings, registrations and volunteer roles. Food, drinks and equipment need a separate deadline because deliveries, dietary meals and chilled stock are easy to leave until the last minute. On the day, use a run sheet and set up in a fixed order so tents, furniture, catering and sound are ready before visitors arrive.

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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
Divide up the venue and grounds
2 people
3
Book music and activities
2 people
4
Check permits and notifications
2 people
5
Make reservations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Distribute the run sheet
11
Check the weather forecast
12
Confirm deliveries
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Set up non-perishable supplies
2 people
17
Prepare snacks
4 people
18
Make salads and sandwiches
3 people
19
Pack diet meals separately
2 people
20
Inspect the grounds
3 people
21
Build party tents
4 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up the buffet and bar
3 people
25
Set out tableware and cutlery
2 people
26
Hang decorations
3 people
27
Place flags
2 people
28
Connect sound equipment
2 people
29
Test the music
2 people
30
Test the lighting
2 people
31
Set out game materials
2 people
32
Set up cash register and payment methods
2 people
33
Set up waste stations
2 people
34
Place first aid kit
35
Hold team briefing
6 people
36
Prepare for opening
2 people

Event

37
Welcome visitors
3 people
38
Hand out wristbands
2 people
39
Explain the program
40
Serve coffee and tea
2 people
41
Serve snacks
3 people
42
Supervise children's activities
4 people
43
Support the game competition
2 people
44
Support the live performance
2 people
45
Restock the buffet
2 people
46
Serve hot dishes
4 people
47
Refill drinks
2 people
48
Staff the bar
3 people
49
Staff the cash register
2 people
50
Provide the music program
2 people
51
Turn on lighting
52
Empty waste stations
2 people
53
Check toilets
2 people
54
Announce end time
55
Wave goodbye to visitors
3 people

Aftercare

56
Turn off the sound equipment
2 people
57
Cool food safely
2 people
58
Clear the bar and buffet
3 people
59
Collect waste
4 people
60
Wash dishes
3 people
61
Clean the grounds
4 people
62
Wipe down tables and chairs
3 people
63
Take down party tents
4 people
64
Remove decorations
3 people
65
Pack equipment
2 people
66
Count inventory
2 people
67
Return borrowed items
2 people
68
Return rented items
2 people
69
Handle deposit and cash register
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 6
Buffet tablesqty 3
Tablecloth racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Reusable glassesqty 120
Coffee cupsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Whiskqty 2
Mixing bowlsqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Food warmersqty 4
Coolersqty 6
Coolersqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Decorations

Dutch flagsqty 8
Orange pennantsqty 12
Orange balloonsqty 100
Balloon pumpqty 2
Orange table runnersqty 10
Chalkboardsqty 6
Chalk markersqty 8
Program postersqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Paper towel holdersqty 4

Sports equipment

Traditional Dutch gamesqty 6
Hoopsqty 6
Trash bagsqty 10
Tug of war rope
Conesqty 20
Trophiesqty 12

Catering

Groceries

Tips

Set the programme and divide the venue before booking suppliers. Mark the areas for music, activities, food, drinks, seating and access routes so tables, tents and power cables do not block each other.
Set a firm deadline for registrations and dietary requirements, ideally 7 days before the festival. Pack special meals separately and label them before general food preparation begins.
Assign volunteers to specific shifts and send the run sheet at least 3 days ahead. Include who checks deliveries, manages the bar, helps with setup and responds if the weather changes.
Check the forecast twice: once 48 hours before the event and again on the morning itself. Keep a decision ready for tents, outdoor activities, chilled food and any equipment that cannot safely stay outside.
Work backwards from opening time for setup. Inspect the grounds first, then build tents and place tables and chairs, followed by the buffet, bar, tableware, food, drinks and sound equipment; test microphones and speakers before guests arrive.

Frequently asked questions

How far in advance should I plan a King's Day festival?: Start at least 8 to 12 weeks before the festival if you need music, activities, permits or hired equipment. Finalise the programme and venue layout early, then set deadlines for registrations, volunteers, shopping and deliveries.
When should I check permits for a King's Day festival?: Check permit and notification requirements before announcing the event, preferably 8 to 12 weeks in advance. Processing times differ, so do not wait until the final month to contact the relevant authority.
How much food and drink should I prepare for a King's Day festival?: Base quantities on confirmed registrations and add a small buffer for unexpected guests. Chill drinks the day before, finish salads and sandwiches close to serving time, and keep dietary meals separate from the general buffet.
When should volunteers receive the festival schedule?: Send the run sheet at least 3 days before the event and confirm each person’s shift the day before. Include arrival time, task, handover point and who to contact if someone is late or the weather disrupts the plan.

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.