King’s Day celebration checklist

Use this checklist to organise a King’s Day celebration in the right order, from confirming the date and checking permits to preparing food and setting up the site. The plan covers volunteer coordination, registrations, activities, deliveries, layout, equipment and a backup plan for rain. It also helps you avoid common last-minute gaps, such as missing power supplies, warm drinks, unlabelled dietary options or no printed contact list on the day.

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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

Confirm location and date
Check permits and notifications
Make reservations
Recruit volunteers
2 people
Create the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Confirm activities
2 people
Confirm deliveries
Create floor plan
2 people
Check the weather forecast
Prepare backup rain plan
2 people
Print the run sheet
Print contact list
Check stock
2 people
Sort decorations
2 people
Check game materials
2 people
Lay out tools
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Wash and cut fruit
2 people
Prepare sandwiches
3 people
Mark allergens
Set up the coffee and tea station
2 people
Prepare waste stations
2 people

Event

Open venue
2 people
Unload materials
4 people
Set up tables
4 people
Set out chairs
4 people
Set up party tents
6 people
Hang decorations
3 people
Set up game stations
4 people
Put up the information board
2 people
Connect sound equipment
2 people
Safely cover power cables
2 people
Set up the buffet
4 people
Set out drinks
3 people
Prepare coffee and tea
2 people
Lay out crockery and cutlery
2 people
Conduct a safety check
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Announce the program
Supervise children's activities
5 people
Distribute game materials
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Refill coffee and tea
2 people
Operate the music
Empty trash bins
2 people
Check toilets
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Cover food and drinks
2 people
Collect game materials
3 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Take down party tents
6 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Switch off equipment
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover food
2 people
Dispose of waste
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Beer tablesqty 4
Changing room table

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 8
Thermos flasksqty 4

Equipment

Coolersqty 6
Ice packsqty 24
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Cooling matsqty 4
Aluminum foilqty 3
Cling filmqty 3

Decorations

Orange buntingqty 12
Dutch flagsqty 6
Orange balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 8
Markersqty 12
Rolls of tapeqty 6
Cable tiesqty 100

Sports equipment

Conesqty 30
Skipping ropesqty 8
Ballsqty 10
Hoopsqty 8
Can toss setqty 2
Trash bagsqty 12
Tug of war rope

Lighting

String lightsqty 6
LED lampsqty 8
Flashlightsqty 6

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 3
Rubber glovesqty 12
Hand sanitizer holdersqty 4
Toilet brushesqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8
Rolls of barrier tapeqty 4

Catering

Groceries

Tips

Check permits, notifications and reservations before sending invitations. Keep the confirmed location, date and key contacts together so volunteers are not working from outdated information.
Assign volunteers to specific shifts and responsibilities, then confirm the programme and activities with them at least one week before the celebration. A printed run sheet makes handovers easier on the day.
Check the weather forecast several days in advance and prepare the rain plan before the final setup. Party tents, a revised floor plan and protected food and equipment should not be arranged during the first shower.
Do a full stock check before shopping, including glasses, plates, serving utensils, coolers, ice packs, extension cords and power strips. These small items are often needed at several stations and disappear quickly once setup starts.
Prepare cold drinks, snacks, fruit and sandwiches in stages rather than leaving everything until the morning. Chill drinks in advance, keep prepared food covered with cling film or aluminium foil, and use storage bins or cooling mats where needed.

Frequently asked questions

How far in advance should I organise a King’s Day celebration?: Start at least 6 to 8 weeks ahead if you need a location, permits, reservations or volunteers. Finalise the programme and send invitations once the date, site and main activities are confirmed.
How many volunteers do I need for a King’s Day celebration?: For a small celebration, plan at least 1 organiser plus 1 volunteer for each active station or responsibility. Confirm assignments no later than 1 week before the event and keep one spare person available for breaks and unexpected tasks.
When should I check the weather and activate a rain plan?: Check the forecast 5 to 7 days before the celebration, then review it again 24 hours before setup. Decide by the previous evening whether tents, a changed floor plan or indoor alternatives are required.
When should I prepare food and drinks for King’s Day?: Shop and check stock 1 to 2 days beforehand, chill drinks the day before, and prepare fruit, sandwiches and snacks on the morning of the event. Keep perishable food covered and cooled until it is served.

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