How to organise a King's Day game

A King's Day game works best when the schedule, field layout and responsibilities are fixed before invitations go out. Start by deciding which games run when, how teams move between stations and how scores are recorded. Then reserve the location, collect registrations and dietary requirements, and check that every station has its equipment. Leave the final day for setup, weather decisions and testing the microphone, speaker and announcements—not for solving missing materials.

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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 game schedule
2 people
2
Write out the game rules
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Reserve the venue and field
7
Check materials
2 people
8
Order prizes and medals
9
Assign volunteers
2 people
10
Set out the game route
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Collect prizes and materials
2 people
14
Chill drinks
2 people
15
Prepare game cards
2 people
16
Test music and announcements
2 people
17
Check the weather forecast
18
Inspect the grounds
2 people
19
Build party tents
4 people
20
Set up tables and chairs
3 people
21
Set up game stations
4 people
22
Hang decorations
3 people
23
Set up the prize table
2 people
24
Set out snacks
3 people

Event

25
Staff the registration desk
2 people
26
Explain the rules
2 people
27
Lead the game rounds
6 people
28
Keep track of points and results
2 people
29
Serve drinks
2 people
30
Refill drinks
2 people
31
Refill snacks
2 people
32
Assist children with prizes
2 people
33
Supervise free-play activities
3 people
34
Collect waste along the way
2 people

Aftercare

35
Sort game equipment
3 people
36
Clear tables and chairs
4 people
37
Take down party tents
4 people
38
Wash dishes
2 people
39
Clean the grounds
4 people
40
Take waste to the collection point
2 people
41
Store materials dry
2 people
42
Return borrowed items
2 people
43
Store leftover non-perishable food

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
High tablesqty 3
Prize table
Registration desk

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Small bowlsqty 12
Thermos flasksqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Sports equipment

Conesqty 24
Hoopsqty 8
Soft ballsqty 12
Tug of war rope
Relay batonsqty 8
Water cups for the gameqty 20
Can toss set
Trash bagsqty 12
Chalkqty 12
Stopwatchqty 3
Measuring tapesqty 3
Scoreboardsqty 6
Barrier tapeqty 4

Game materials

Game cardsqty 100
Pensqty 30
Clipboardsqty 6
Prizesqty 60
Medalsqty 60

Decorations

Orange pennantsqty 6
Orange balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 8

Lighting

LED string lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Spongesqty 6
Tea towelsqty 12

Kitchen

Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Ice packsqty 20

Catering

Groceries

Tips

Set the game schedule before sending invitations, including start time, round length, breaks and the final prize moment. Give each team a route or station order so participants do not crowd the same game.
Write the rules in short, numbered steps and prepare one game card for every station. Include scoring, time limits and what happens when a ball, hoop or other game item leaves the marked area.
Assign volunteers to registration, each game station, scoring and announcements at least several days ahead. Have one named backup for every critical role, especially the person holding the scoreboards and stopwatch.
Check the field and weather forecast two to three days before the event, then inspect the terrain again on the morning itself. Put up party tents and mark routes with cones, chalk or tape only after you know where wet or unsafe sections are.
Collect drinks, snacks, prizes and equipment before setup day rather than during it. Chill drinks in coolers in advance, lay out the prize and registration tables separately, and test extension cables, power strips, the speaker and microphone before guests arrive.

Frequently asked questions

How far in advance should I plan a King's Day game?: Fix the schedule, location and basic rules at least four weeks before the event. Send invitations once the date, start time and registration deadline are known, then use the final week for volunteers, shopping and equipment checks.
How long should a King's Day game last?: Allow about three to four hours for a programme with several game stations, including a 15-minute welcome, short transitions and a break. Keep each round to roughly 10 to 15 minutes so teams remain on schedule.
When should I check the weather for a King's Day game?: Make the first weather check two to three days beforehand so you can adjust tents, routes and equipment. Check again on the morning of the event before setting up the field and decide by a fixed time whether any outdoor station needs changing.
How many volunteers do I need for a King's Day game?: Plan for at least one volunteer at registration, one announcer or coordinator, one scorekeeper and one person per active game station. For six stations, that means a minimum of nine people, plus two backups if possible.

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.