How to organise a King's Day picnic

Start your King's Day picnic by fixing the date, location and guest list before buying food or equipment. Confirm dietary requirements early, then share arrival and serving times so people know what to expect. A few days beforehand, check the forecast and confirm any reservations; on the day, work from site inspection to shelter, seating, food and drinks. The details that usually cause delays are chilled drinks, power for lighting and coffee equipment, and enough time to prepare sandwiches, salads and dips.

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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
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Share the schedule and times
6
Check the weather forecast
7
Confirm reservations
8
Check the shopping list
9
Do the shopping
3 people
10
Store non-perishable groceries
2 people
11
Chill drinks
2 people
12
Wash fruit and vegetables
2 people
13
Prepare sandwiches and wraps
4 people
14
Make salads and dips
3 people
15
Fill picnic baskets
3 people
16
Prepare coffee and tea
2 people
17
Inspect venue
2 people
18
Build party tents
4 people
19
Set up tables
3 people
20
Set up chairs and rugs
3 people
21
Set up the buffet and drinks station
3 people
22
Set out tableware and cutlery
2 people
23
Hang decorations
3 people
24
Connect lighting
2 people
25
Test the music
26
Place waste stations
2 people

Event

27
Welcome guests
3 people
28
Serve welcome drinks
3 people
29
Open the buffet
2 people
30
Serve snacks and lunch
4 people
31
Refill drinks
2 people
32
Serve coffee and tea
2 people
33
Operate the music
34
Set out game materials
2 people
35
Facilitating games
2 people
36
Serve dessert
3 people
37
Handle the final round of drinks
2 people
38
See off guests
3 people

Aftercare

39
Store leftovers in the fridge
3 people
40
Collect waste
3 people
41
Wash dishes
3 people
42
Wipe down tables and chairs
2 people
43
Remove decorations
2 people
44
Clear away lighting and equipment
2 people
45
Take down party tents
4 people
46
Return furniture
2 people
47
Inventory supplies
2 people
48
Thoroughly clean the venue
3 people
49
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 60
Picnic blanketsqty 12
Tableclothsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable glassesqty 80
Coffee cupsqty 50
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 6
Thermos flasksqty 4
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Orange buntingqty 8
Dutch flagsqty 4
Orange balloonsqty 60
Balloon pumpqty 2

Lighting

String lightsqty 6
Battery lanternsqty 8

Sports equipment

Frisbeesqty 4
Pétanque setsqty 2
Badminton setsqty 2
Card gamesqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand soap dispensersqty 3
Towelsqty 12

Catering

Groceries

Tips

Send invitations and collect registrations before planning quantities. Ask about dietary requirements at the same time, so vegetarian, allergy-friendly or other alternatives are ready when you prepare the buffet.
Check the weather forecast several days before King's Day and again on the morning itself. Build party tents and place rugs before setting out food; wind and rain can quickly turn a late setup into a food-safety problem.
Chill drinks in coolers before guests arrive rather than filling them at the last minute. Prepare coffee and tea in thermos flasks, and keep the drinks station separate from the buffet to avoid queues.
Prepare sandwiches, wraps, salads and dips in stages instead of starting everything on site. Wash fruit and vegetables in advance, then fill picnic baskets only after the food has cooled and the guest count is confirmed.
Test speakers, lighting and extension cords before decorating. Set out reusable plates, bowls, glasses, cups and cutlery in one place, with serving platters, tongs and spoons already positioned at the buffet.

Frequently asked questions

How far in advance should I plan a King's Day picnic?: Confirm the date, location and reservations at least 3 to 4 weeks ahead. Send invitations early enough to process registrations and dietary requirements, then do the main shopping 1 to 2 days before the picnic.
When should I check the weather for a King's Day picnic?: Check the forecast 3 to 5 days beforehand so you can adjust tents, seating and food plans. Check it once more on the morning of the picnic before building shelters and setting up the buffet.
How much food and drink should I prepare for a picnic?: Use the confirmed guest count as your base and add around 10% for unexpected extras. For drinks, plan roughly 2 to 3 servings per person for the first hour, then about 1 serving per person for each additional hour.
What time should I start setting up a King's Day picnic?: Allow at least 2 to 3 hours before guests arrive for an outdoor picnic with tents, tables, seating, food and decorations. Finish chilling drinks and test music, lighting and power connections before the final 30 minutes.

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