How to organise a King’s Games event

A King’s Games event runs smoothly when you build the day around the number of participants, available space and sports stations. Start by confirming the date and location, then define the programme before sending invitations or ordering equipment. Registration numbers, dietary requirements and volunteer availability determine the practical setup. Finish with a timed schedule, clear team lists, route information and a backup rain programme so the day does not depend on perfect weather.

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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
Define the program and sports activities
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
Send parent information
2 people
8
Invite volunteers
2 people
9
Assign volunteers
2 people
10
Set the sports stations
3 people
11
Prepare the competition schedule
2 people
12
Make reservations
13
Check permits
14
Check the weather forecast
15
Prepare the backup rain program
3 people
16
Create route and parking information
2 people
17
Create a map for participants
2 people
18
Make start numbers and team lists
2 people
19
Print signage
20
Order prizes and medals
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Gather sports equipment
3 people
24
Check materials
2 people
25
Prepare snacks
4 people
26
Chill drinks
2 people
27
Prepare packages per team
3 people
28
Send weather update

Event

29
Inspect the site
3 people
30
Cordon off the area
3 people
31
Set up tents and tables
6 people
32
Set up sports stations
8 people
33
Connect the sound system
2 people
34
Set up catering point
4 people
35
Set up the registration table
2 people
36
Prepare first aid supplies
2 people
37
Receive participants
4 people
38
Hand out race numbers
3 people
39
Guide teams to the start pens
6 people
40
Handle the opening
3 people
41
Lead the warm-up
4 people
42
Supervise relays
8 people
43
Guide agility games
8 people
44
Serve break drinks
5 people
45
Support sports tournaments
10 people
46
Record scores
3 people
47
Refill drinks
3 people
48
Serve snacks
4 people
49
Hand out allergen-free snacks
2 people
50
Restock the buffet
3 people
51
Provide music
2 people
52
Present prizes
3 people
53
Handle farewell and thank-you speech
2 people
54
Escort participants to the exit
4 people
55
Collect lost property
2 people
56
Empty waste stations
4 people

Aftercare

57
Gather sports equipment
5 people
58
Take down tables and chairs
6 people
59
Take down tents
6 people
60
Turn off the sound system
2 people
61
Wash dishes
4 people
62
Clean the catering area
4 people
63
Clean the grounds
6 people
64
Dispose of waste
3 people
65
Return materials
3 people
66
Return borrowed items
2 people
67
Hand over the venue
2 people
68
Store leftover food
2 people
69
Archive photos and documents
70
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Folding chairsqty 80
Buffet tablesqty 4
Registration desk
Trash cansqty 8
Crowd control barriersqty 12
Starting lanesqty 6
Clothes racksqty 4
Crates for lost and foundqty 4

Sports equipment

Footballsqty 12
Basketballsqty 8
Handballsqty 8
Volleyballqty 4
Relay batonsqty 12
Conesqty 40
Hoopsqty 20
Skipping ropesqty 20
Balance beamsqty 4
Obstaclesqty 12
Parachute clothsqty 2
Frisbeesqty 12
Tennis ballsqty 24
Soft ballsqty 20
Ribbonsqty 40
Starting whistlesqty 8
Stopwatchesqty 6
Scoreboardsqty 8
Measuring tapesqty 4
Exercise matsqty 12
Team bibsqty 80
Cratesqty 12
Tug-of-war ropesqty 2
Medal ribbonsqty 180
Trophiesqty 12
Bib numbersqty 180
Score sheetsqty 40
Pensqty 40
Clipboardsqty 12

Equipment

Speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Coolersqty 6
Rechargeable lampsqty 6
Kettlesqty 4
Coffee machinesqty 3
Electric hotplatesqty 2
Power banksqty 6
Walkie-talkiesqty 8
Laptopqty 2
Printer

Tableware

Reusable cupsqty 220
Platesqty 180
Bowlsqty 100
Cutlery setsqty 180
Serving spoonsqty 12
Coffee potsqty 4

Kitchen

Cutting boardsqty 6
Knivesqty 8
Pliersqty 8
Small bowlsqty 20
Thermos flasksqty 6
Water jugsqty 8
Food warmersqty 6
Serving plattersqty 20
Cooler cratesqty 8
Food containersqty 20

Decorations

Dutch flagsqty 8
Orange pennantsqty 10
Balloonsqty 200
Balloon ribbonqty 2
Tableclothsqty 16
Stage signsqty 8
Orange table decorationsqty 20
Welcome sign
Route signsqty 20

Cleaning

Trash bagsqty 60
Bucketsqty 6
Cleaning clothsqty 24
Floor squeegeesqty 3
Broom setsqty 4
Washing-up tubsqty 4
Hand broomsqty 6
Work glovesqty 12
Paper waste binsqty 12

Lighting

String lightsqty 6
Battery lampsqty 8
Outdoor lightsqty 6

Catering

Groceries

Tips

Set the programme before you invite people. Decide how many sports stations will run, how long each round lasts and whether teams rotate together; this determines your space, equipment and volunteer needs.
Close registrations early enough to build team lists and start numbers. A deadline of 10 to 14 days before the event gives you time to collect dietary requirements and send parents the final information.
Assign one volunteer to each sports station and add at least two people for registration, timekeeping and general support. Give every volunteer a written role and arrival time rather than relying on instructions on the day.
Check the site layout at least one week beforehand. Mark starting lanes, station areas, spectator routes, parking and the registration desk, then prepare signage and a participant map that match the real layout.
Plan the wet-weather version before checking the forecast. Decide which activities can move under party tents or indoors, protect scoreboards and equipment, and tell families when the final weather decision will be made.

Frequently asked questions

How far in advance should I plan a King’s Games event?: Start planning at least 6 to 8 weeks before the event. Confirm the date and location first, then allow 2 weeks for registrations to close and for team lists, dietary information and volunteer assignments to be completed.
How many volunteers do I need for a King’s Games event?: Use at least one volunteer per active sports station, plus two people for registration and overall coordination. For example, 6 stations require a minimum of 8 volunteers, with extra help for larger groups or younger participants.
When should registrations close for King’s Games?: Close registrations 10 to 14 days before the event. This gives you enough time to divide participants into teams, prepare start numbers, plan snacks and send parents the final schedule and practical information.
When should I prepare the rain plan for King’s Games?: Create the backup programme during the first planning phase, at least 4 weeks before the event. Check the forecast 3 to 5 days beforehand, then communicate the final decision and any location changes as soon as 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.