How to organise a King's Day parade

A King's Day parade needs more than a route and orange decorations. Start by fixing the start and finish points, building a realistic timetable and checking which permits or notifications apply. Then organise participants, route information, traffic control, music and first aid before buying supplies. The details most often missed are resident notifications, a bad-weather plan, working communication equipment and enough time to chill drinks and set up tables.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the route and timetable
2 people
2
Confirm permits and notifications
3
Record start and finish locations
2 people
4
Invite participants
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Finalize the participant list
2 people
8
Create a participant route map
9
Distribute the route map
10
Inform nearby residents
2 people
11
Assign traffic controllers
2 people
12
Assign parade guides
2 people
13
Confirm music groups
14
Record first aid contacts
15
Check the weather forecast
16
Share bad weather plan
2 people
17
Do the shopping
3 people
18
Collect materials
3 people
19
Check materials
2 people
20
Print participant information
21
Prepare name badges
2 people
22
Prepare route signs
2 people
23
Sort decorations
2 people
24
Chill drinks
2 people
25
Set up tables
4 people
26
Build party tents
4 people
27
Set up chairs
3 people
28
Hang decorations
4 people
29
Block off the start area
3 people
30
Put up route signs
4 people
31
Place traffic cones
4 people
32
Test sound equipment
2 people
33
Prepare first aid supplies
2 people
34
Set up the distribution point
3 people
35
Prepare snacks
4 people
36
Make coffee and tea
2 people

Event

37
Receive participants
4 people
38
Hand out name badges
2 people
39
Brief traffic controllers
2 people
40
Check the parade lineup
3 people
41
Handle the parade opening
2 people
42
Lead the parade
8 people
43
Direct traffic at intersections
6 people
44
Guide those staying behind
2 people
45
Take photos and videos
2 people
46
Welcome participants
3 people
47
Serve drinks
4 people
48
Serve snacks
4 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Monitor route signs
2 people
53
Guide music program
2 people
54
Provide first aid
2 people
55
Announce the final round
56
Guide visitors to the exit
3 people

Aftercare

57
Remove decorations
4 people
58
Clear tables and chairs
4 people
59
Take down party tents
4 people
60
Remove route signs
4 people
61
Collect traffic cones and barriers
4 people
62
Wash dishes and supplies
3 people
63
Clean the venue
5 people
64
Dispose of waste separately
3 people
65
Store materials dry
3 people
66
Return borrowed materials
2 people
67
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Megaphonesqty 3
Walkie-talkiesqty 10
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2

Decorations

Dutch flagsqty 20
Orange flagsqty 30
Orange garlandsqty 20
Orange ribbonsqty 100
Balloonsqty 150
Balloon pumpqty 2

Lighting

LED lampsqty 8
String lightsqty 6

Traffic safety

Traffic conesqty 30
Crowd barriersqty 12
Reflective vestsqty 20
Route signsqty 16
Directional signsqty 12
Sign basesqty 20
Barrier tapeqty 8

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6
Rain ponchosqty 30

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Reusable cleaning glovesqty 10

Logistics

Transport cartsqty 3
Storage boxesqty 12
Clipboardsqty 10
Name badge holdersqty 100
Marker pensqty 12
Duct tapeqty 8
Cable tiesqty 200
Scissorsqty 6

Catering

Groceries

Tips

Set the route and timetable first, then record the exact start and finish locations. Share the route map with participants early enough for them to plan where to arrive and where the parade ends.
Handle permits and notifications before inviting people. Once registrations close, finalise the participant list and collect dietary requirements so catering quantities and name badges match the actual group.
Give every operational role a named person: traffic controllers, parade guides, music contacts and first aid contacts. Provide walkie-talkies or megaphones where the route makes shouting unreliable, and test them before the parade starts.
Tell nearby residents about the route and timing in advance, especially where streets or driveways may be affected. Put route signs up on the day and check that decorations, tables and tents do not narrow the passage.
Prepare a bad-weather decision and communicate it before the event. Check the forecast the day before and again on the morning itself; keep power banks, extension cords and power strips ready for speakers and microphones.

Frequently asked questions

How far in advance should I organise a King's Day parade?: Start planning at least 8 to 12 weeks beforehand. Use the first weeks for the route, timetable, permits or notifications and participant invitations, then reserve the final 2 weeks for registrations, materials and operational briefings.
When should I send the King's Day parade route map?: Send the first route map as soon as the route and timetable are confirmed, ideally 2 to 3 weeks before the parade. Send a final version 2 to 3 days beforehand if meeting points, road access or timings change.
How many people do I need to run a King's Day parade?: Assign at least one parade guide for each main group or section, plus enough traffic controllers to cover every crossing or road closure. Name a separate first aid contact and a person responsible for music and communications.
What should I do if the weather is bad on King's Day?: Make the decision time and alternative plan at least 24 hours before the parade. Check the forecast again on the morning, then tell participants whether the route, start time, catering setup or full parade will change.

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.