How to organise a King's Games event

Start by fixing the date, site and event format before inviting anyone. Build the programme around game rounds, then use registration numbers to form balanced teams and assign hosts. The details that cause most trouble are usually late volunteer instructions, missing dietary or emergency information, and equipment that has not been checked on site. Finish with a practical run-through: access, signs, first aid, refreshments, scores and the rain programme.

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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
Create the program and game rounds
3 people
3
Inventory participant numbers
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
2 people
7
Collect emergency contact details
2 people
8
Assemble teams
3 people
9
Assign game hosts
2 people
10
Inform volunteers
2 people
11
Make reservations
2 people
12
Check the weather forecast
13
Prepare the backup rain program
3 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Gather sports equipment
3 people
17
Check prizes and medals
2 people
18
Print team assignments
2 people
19
Make route and site signs
2 people
20
Check first aid supplies
2 people
21
Fill coolers
2 people
22
Set out fruit and snacks
3 people
23
Compile the music playlist
24
Arrange keys and access
25
Inspect the site
3 people
26
Set up tents
6 people
27
Set up tables and chairs
6 people
28
Mark the start and finish lines
3 people
29
Set up sports fields
6 people
30
Prepare game materials by mail
8 people
31
Set up the catering table
3 people
32
Chill drinks
3 people
33
Test music and microphone
2 people
34
Set up registration desk
2 people
35
Set up first aid table
2 people
36
Mark break and dining areas
3 people
37
Brief game hosts
4 people

Event

38
Open registration
4 people
39
Welcome participants
4 people
40
Handle the opening
3 people
41
Guide teams to the start post
8 people
42
Assist the relay
4 people
43
Lead tug-of-war
4 people
44
Guide the obstacle course
5 people
45
Supervise sack race
3 people
46
Lead ball games
5 people
47
Supervise water transport
4 people
48
Provide music
2 people
49
Refill drinks
3 people
50
Serve fruit and snacks
4 people
51
Empty trash bins
2 people
52
Check water supply
2 people
53
Collect scores
3 people
54
Prepare awards ceremony
3 people
55
Handle prize ceremony
4 people
56
Serve dinner
6 people
57
Serve drinks at dinner
3 people
58
Provide music during dinner
2 people
59
Supervise free-play activities
5 people
60
Announce the final round
2 people
61
See participants off
4 people

Aftercare

62
Collect game materials
6 people
63
Take down tables and chairs
6 people
64
Take down tents
6 people
65
Wash dishes
4 people
66
Clean up catering
4 people
67
Sort and remove waste
3 people
68
Clean the grounds
5 people
69
Clean the restrooms
2 people
70
Switch off equipment
2 people
71
Return borrowed materials
3 people
72
Store leftover stock
2 people
73
Register lost and found items
74
Inform participants about items
75
Collect invoices and receipts
2 people
76
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 6
Registration desk
Waste binsqty 10
Coat racksqty 2

Sports equipment

Footballsqty 12
Basketballsqty 8
Handballsqty 10
Tennis ballsqty 30
Conesqty 60
Hoopsqty 20
Relay batonsqty 12
Skipping ropesqty 15
Sacks for sack raceqty 15
Tug of war ropeqty 2
Obstacle blocksqty 12
Gym matsqty 10
Buckets of waterqty 12
Sponge ballsqty 30
Frisbeesqty 10
Badminton setsqty 6
Jump ropesqty 4
Stopwatchesqty 8
Whistlesqty 12
Scoreboardsqty 8
Measuring tapesqty 4
Starter pistol
Finish ribbonsqty 2

Equipment

Speakersqty 2
Microphone
Mixer
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Thermos flasksqty 6

Tableware

Reusable cupsqty 250
Platesqty 180
Bowlsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Small bowlsqty 20
Serving traysqty 12

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Orange tableclothsqty 12
Balloonsqty 200
Balloon pumpqty 2
Tapeqty 8
Ropeqty 4
Directional signsqty 12
Bib numbersqty 180
Medalsqty 180
Trophiesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread basketsqty 8
Serving utensilsqty 16
Aluminum traysqty 12
Food containersqty 12
Kitchen scalesqty 2
First aid kitsqty 2
Ice spoonsqty 4
Herb traysqty 8
Teapotsqty 3

Cleaning

Cleaning glovesqty 8
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6
Toilet brushesqty 4
Crates for waste separationqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for registration, team changes, game rounds, scoring and a final awards moment; a schedule with no buffer will slip as soon as one round runs late.
Close registrations early enough to build teams and print assignments. Aim to have team lists ready at least 24 hours before the event, especially if game hosts need their own instructions.
Give volunteers a short written brief, not just a meeting on the day. Include their game, start time, equipment, scoring method and who to contact if a participant is missing or injured.
Check every activity area and piece of equipment before participants arrive. Count balls, cones, hoops, ropes, stopwatches and scoreboards, and test the site layout while there is still time to replace or move anything.
Prepare the wet-weather programme before checking the forecast. Decide which games move under party tents or indoors, where registration and refreshments go, and when you will communicate the change to participants.

Frequently asked questions

How far in advance should I organise a King's Games event?: Start at least 4 to 6 weeks ahead. Confirm the date and location first, then allow 2 to 3 weeks for registrations, dietary requirements, emergency contacts, team planning and volunteer assignments.
How many games should a King's Games event include?: Plan around 6 to 10 short rounds for a half-day event, depending on the number of teams and available hosts. Leave at least 10 minutes between rounds for scoring, moving groups and resetting equipment.
When should I send the team assignments?: Send them at least 24 hours before the event, or 48 hours ahead if people need to prepare clothing or transport. Keep one printed copy at the registration desk and give each game host the teams they are responsible for.
What should I do if it rains during the King's Games?: Make the decision as soon as the forecast is reliable, ideally 24 hours before the start. Keep a backup programme ready and communicate the change no later than the evening before, including arrival instructions and any revised activities.

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.