King’s Day celebration checklist

A King’s Day celebration needs more than orange decorations and a playlist. Use this checklist to work through the planning in the right order, from confirming the date and location to setting up tables, tents, music and games. The plan covers registrations, dietary requirements, table reservations, shopping, volunteers and the final weather check. Start early with anything that needs hiring, reserving or confirming, then leave setup and chilled food for the final 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 date and location
2 people
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check music rights
Check table reservations
Make a reservation for party tents
Collect game materials
2 people
Assign volunteers
2 people
Send the program to guests
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks and food
2 people
Sort decorations
2 people
Print game rules
Create a music playlist
Check the venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Cover tables with tablecloths
2 people
Hang decorations
3 people
Hang flags
2 people
Connect music equipment
2 people
Test the music
2 people
Set up game stations
4 people
Set out prizes
2 people
Set up the bar
3 people
Set up the buffet
3 people
Place allergen cards
2 people
Check toilets
Place waste stations
2 people
Set up the reception desk
2 people
Brief volunteers
3 people

Event

Open doors and entrance
2 people
Welcome guests
3 people
Check off registrations
2 people
Supervise children's activities
4 people
Lead traditional Dutch games
3 people
Support the free market
2 people
Serve orange tompouces
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Provide the music program
2 people
Arrange breaks for volunteers
Support awards ceremony
2 people
Prepare barbecue
3 people
Serve barbecue dishes
4 people
Serve vegetarian dishes
2 people
Clear tables
3 people
Empty trash bins
2 people
Check toilets periodically
Turn on lighting
Announce the final round
See off guests
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Disconnect music equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Chairsqty 60
Beer tablesqty 4
Buffet tablesqty 3
Barbecue table
Tableclothsqty 12
Stoolsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 50
Reusable cupsqty 120
Wine glassesqty 40
Coffee cupsqty 50
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Pitcherqty 6

Decorations

Orange pennantsqty 8
Dutch flagsqty 6
Orange balloonsqty 100
Balloon pumpqty 2
Orange garlandsqty 10
Capsqty 60
Orange table decorationsqty 12
Name badgesqty 80
Table numbersqty 12
Chalkboardsqty 6

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Party tent weightsqty 8
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Barbecueqty 2
Gas cylindersqty 2
String lightsqty 6
Flashlightsqty 4

Sports equipment

Ring toss setqty 2
Tin can tossqty 2
Trash bagsqty 10
Tug of war rope
Pétanque setsqty 4
Footballsqty 4
Conesqty 20
Skipping ropesqty 8
Sidewalk chalkqty 12
Sjoelbak
Sjoelschijvenqty 30

Kitchen

Barbecue tongsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 20
Aluminum foilqty 4
Food containersqty 12
Serving tongsqty 8
Oven mittsqty 4
Cash drawer
Cash box
Calculatorqty 2
Price listsqty 8
Labelsqty 2

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mop headsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Litter pickerqty 2
Hand soap dispensersqty 4
Toilet brushesqty 2

Safety

First aid kit
Fire extinguisherqty 2
Barrier tapeqty 2
Cable matsqty 6
Flashlight batteriesqty 8

Catering

Groceries

Tips

Confirm the location, table reservations and party tent hire before sending invitations. These arrangements can determine how many guests you can accommodate and how much seating you need.
Compile the programme before sharing it with guests, then send the final version again after registrations close. Allow time to collect dietary requirements and assign volunteers to specific activities.
Check music rights and test the Bluetooth speaker, microphone and extension cords before the celebration. A playlist that works on a phone is not automatically loud enough for an outdoor crowd.
Do the shopping only after checking registrations and dietary requirements. Chill drinks and food close to serving time, and keep reusable plates, bowls, cups, cutlery and serving utensils together for quick setup.
Check the weather forecast before the final shopping and setup decisions. Build the party tents, arrange tables and chairs, hang flags and decorations, and print game rules before guests arrive so volunteers are not improvising during the programme.

Frequently asked questions

How far in advance should I plan a King’s Day celebration?: Confirm the date, location, party tents and table reservations at least 6 to 8 weeks in advance. Send invitations once capacity and the basic programme are clear, then close registrations before finalising food and volunteers.
When should I send invitations for a King’s Day celebration?: Send invitations about 4 to 6 weeks before the celebration. Request registrations and dietary requirements with a clear reply deadline, ideally 10 to 14 days before the event so you can shop accurately.
How many volunteers do I need for a King’s Day celebration?: For a small celebration, plan on at least 1 volunteer for every 15 to 20 guests, plus someone responsible for the programme. Assign setup, food, games, music and cleanup roles before the event rather than relying on people to volunteer on the day.
When should I set up the party tents and decorations?: Set up the party tents, tables, chairs and tablecloths on the morning of the celebration, allowing at least 2 to 3 hours before guests arrive. Hang the orange pennants, Dutch flags, balloons and garlands after the main furniture is in place, then connect and test the music equipment.

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